Special Event Coordinator

Arizona State University•Tempe, AZ

5d•Hybrid

About The Position

Sun Devil Athletics seeks a Special Events Coordinator who, under administrative direction, provides administrative support through scheduling, document preparation, and operational coordination for special events. This position will be responsible for coordinating the master schedule for athletic venues. Adheres to NCAA and Conference rules and regulations, as well as the policies and procedures of the Sun Devil Athletics, Arizona State University, and the Arizona Board of Regents.

Requirements

BACHELOR'S degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.
Knowledge of planning, prioritization, organization and implementation of event management.
Knowledge of budgeting, accounting principles and practices.
Knowledge of scheduling, event / facility operations and contract development / administration.
Knowledge of technical requirements for various special events.
Skill in public relations and handling complaints, problem solving and decision-making.
Skill in organization in order to coordinate several events simultaneously.
Skill in effective communication, both verbal and written.
Demonstrated discretion and professionalism in managing confidential records and communication.
Employee must possess a valid US Driver’s license of the appropriate class and required endorsements throughout employment.

Responsibilities

Coordinate and maintain the master schedule for assigned athletic venues, ensuring schedule accuracy and resolving scheduling conflicts.
Work with internal and external departments on all scheduling requests, communicating and coordinating associated logistics.
Coordinate and run event management meetings for assigned Sun Devil Athletics special events.
Ensure compliance with internal policies and maintain internal processes and standards.
Coordinate with renter's management to confirm terms and send event contract including rental cost estimates and determine requirements of renter in regard to technical, security and/or other event requirements.
Oversee assigned special event budgets, including creation and tracking.
Compile and distribute a cost summary of each special event staged for invoicing within thirty days of event, ensuring settlement of event and approval of all final billing for collection of payments.
Maintain special event records with all relative information, create reports (financial, etc.), track event issues and resolutions, invoicing and payment collection.
Attend special events as directed to facilitate operations and respond to emergencies, problems, customer service concerns and ensures all aspects of events are implemented and controlled according to plans.
Ensure adequate staffing for special events and schedule set-up, technical, stage and other crews accordingly.
Determine resources available (i.e. equipment, labor) and compare with special event requirements; coordinate obtainment of additional resources needed by event, such as equipment rental.
Directly interface with non-departmental support services personnel from outside organizations and other university units required for scheduling and staging special events hosted in SDA facilities.
Review rental applications and recommend to supervisor for approval or denial of facility rental for specific events.
Provide assistance and information to faculty, staff and outside organizations regarding facility use and capabilities.
Maintain contact with patrons or clients via telephone or written correspondence.
Represent university in public relations/liaison capacity on matters relating to events and at departmental meetings.
Coordinate conferences and/or requested services including reserving conference rooms, determining catering needs, preparing conference materials, coordinating parking and other event needs, tracking various expenditures and revenues, sending confirmed invoices, collecting fees and maintaining necessary event records.
Verify, compile, and track event attendance for department reports.
Develop appropriate risk management policies/procedures for the facility and staff.
Assist with facilitation of vendor relationships relative to hosting special events.
Participate in employee orientation/training for event staff.
Perform other duties as assigned.