Manager, Athletics Special Events

Texas A&M University System • College Station, TX

13d

About The Position

Texas A&M Athletics department is committed to building champions through academic achievement, athletic excellence, and national recognition of student-athletes, teams, and programs. We are a proud member of the Southeastern Conference, with more than 650 Texas A&M student-athletes competing at the NCAA Division 1-A level in 20 varsity sports. Manager for Special Events is responsible for assisting the Assistant Athletic Director of Special Events with events and activities within the Special Events Department held at Kyle Field and other athletic venue and spaces. Assists with the training, scheduling and supervising Event Coordinator and Tour Guides. Serves as on-site manager during events; to include overseeing set-up and tear down. Responsible for supporting and implementing the one-stop approach to event planning.

Requirements

• Bachelor’s degree or equivalent combination of education and experience.
• Five years of experience in or a combination of: Event planning & execution: Experience coordinating and executing large-scale events (logistic planning, vendor coordination, on-site event management and post event follow up) Client & stakeholder coordination: Experience serving as primary point of contact for clients or partners, managing communication, and coordinating with multiple internal departments and external vendors. Administrative & operational Support: Experience managing administrative processes such as scheduling, preparing agreements or estimates, tracking invoices/budget, and maintaining organized documentation.
• Ability to work flexible hours (nights, weekend and holidays) as required to complete assigned duties.

Nice To Haves

• Athletics, Higher Education or Large Venue Operations: Experience supporting events within collegiate athletics, university settings, arenas, stadiums, or multi-use event facilities. General understanding of other areas related to the operation of the department (ie: Ticketing, Marketing, Guest Service and Financial operations).
• Staff supervision & training: Experience training, scheduling and supervising staff.
• Financial Processing & event billing: Experience with invoices, cost estimates, vendor payments or coordinating with business/finance offices.
• Understands the live event industry as it relates to production and operation of sports/entertainment venues.
• Ability to process, organize, and disseminate large amounts of detailed information.
• Skills required include organization, customer service, planning and detailed analysis of event requirements.
• Ability to multi-task and work cooperatively with others.
• Strong organizational skills.
• Effective verbal and written communication skills.

Responsibilities

• Assists the Assistant Athletic Director with large event related items.
• Oversee larger events (TAMU Graduations, Muster, AFS Gala, etc) at athletic facilities.
• Assist the Assistant Athletic Director on out-of-season athletic/pro sports/concert events.
• Meet with clients to gather information to prepare layouts, estimates and event agreements.
• Liaise client with 3rd party vendors (caterer, parking, ushers, security, fire & life safety, business office, etc.).
• Coordinate with facility staff for space setup needs.
• On-site for all hosted events.
• Post event work to include soliciting event evaluations from clients and invoicing.
• Assist in recruiting, training and scheduling event staff.
• Meet with prospective clients to facilitate tours.
• Assist assigned sports team with event requests.
• Assist department staff in scheduling meeting rooms and times.
• Responsible for being first point of contact for all clients interested in booking an event.
• Serve as administrative liaison to clients and Athletics Facilities staff, Levy, SSC staff, Transportation Services, UPD and other campus partners concerning all pre-event aspects including information on availability, room set-up/arena configuration, catering, alcohol, parking and security.
• Schedules for all outside vendors.
• Assist the Assistant Athletic Director with oversight of department administration needs.
• Will be a main point of contact with the business office to ensure all invoicing is submitted correctly by the Special Events department.
• Keep track of invoice timelines and follow up with staff on aging invoices.
• Communicate with third party groups (UPD, EMS, BEST, etc.) for proper payment of post event invoicing.
• Conduct site visits, virtual and in-person meetings with clients and provides client with cost estimates and event agreements.
• Coordinate post-event aspects for clients including client surveys, invoicing and clean-up.
• Supervise part-time wage employee: student workers, tour guides and other seasonal staff.
• Develop programs to recruit students as part-time employees.
• Comply with all industry safety and best practice standards for the execution of hosted events.
• Ensure compliance with all safety regulations by coordinating with local Fire, Police and Public Safety departments prior to events.
• Maintain continual and thorough familiarity with all applicable NCAA, Conference and University rules and regulations.
• Establish and ensure communication and enforcement of rules and regulations concerning student-athletes: conduct, appearance, punctuality and other areas as deemed appropriate.
• Assure and maintain the integrity of the Athletics Department and Texas A&M University in all forms of communication and personal contacts

Benefits

• Medical, prescription drug, dental, vision, life and AD&D, flexible spending accounts, and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums
• 12-15 days of annual paid holidays
• Up to eight hours of paid sick leave and at least eight hours of paid vacation each month
• Automatic enrollment in the Teacher Retirement System of Texas
• Health and Wellness: Free exercise programs and release time
• Professional Development: All employees have access to free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and more
• Educational release time and tuition assistance for completing a degree while a Texas A&M employee

What This Job Offers

• Job Type: Full-time
• Career Level: Manager