Assistant Director Of Special Events

University of Tennessee Position Description:

Assistant Director of Special Events

General Description:

This position will be responsible for supporting the Director of Special Events in all operational aspects of an on-campus office/operation. It will be expected to fulfill assigned sport-specific roles and duties for and premium seating areas at events during multiple sports seasons. Recruiting, hiring, training and supervision of interns and game day/event staff will be key. Position will be expected to administer payroll processes for game day staff, including any necessary background checks, e-verification, direct deposit functions, hours documentation, etc. Support in design and production of effective communication media, including services guides, menu portfolios, web-based communication, newsletters and other correspondence will be necessary. Expectations will be to assist with effective communication to the Director of Special Events and within the athletic department regarding the following: presentation of proposed operating budget; provision of pre-season report detailing maintenance and facility problems; provision of post-game reports detailing operational and maintenance issues; presentation of year-end report. Implementation procedures for booking, rental and operation of off-season/outside events in designated athletic facilities, when applicable. The expectation of Tennessee Athletics Event Management leadership will be to establish and maintain positive relations with diverse groups, including donors and seat holders, game day staff, vendors, and university administration. Assist the Athletics department and Director of Special Events at championship/post season, and all other auxiliary and internal / external events, as requested.

Duties and Responsibilities:

Tennessee Athletics assigned facility premium space / event oversight and support.

• Support the Director of Special Events in all operational aspects of premium event spaces.
• Fulfill assigned sport and event-specific roles and duties for premium seating areas at events during multiple sports seasons.
• Assist the Athletics department and Director of Special Events at championship/post season, and all other auxiliary and internal / external events, as requested.

Tennessee Football Premium (Gameday) Operations Management.

• Comply with approved budgets for Event Management as approved by Associate AD / Event Management and Director of Special Events.
• Fulfill assigned premium area roles and duties in premium / seating areas at Neyland Stadium Events including but not limited: to Gates, Club Areas, Suites, and / or as applicable as assigned by the Director of Special Events.

Oversight and supervision of all Tennessee Athletics Special Events Staff. (Intern, part time, and all relevant special and premium event support, accordingly).

• Recruit, hire, train and supervise all staff, including but not limited to: one-two interns, and a game day student and part-time staff.
• Position will be expected to administer payroll processes for game day staff, including any necessary background checks, e-verification, direct deposit functions, hours documentation, etc.

External Event Recruiting Efforts and Client Customer Service:

• Actively support the Director of Special Events as it relates to evaluating special event opportunities and relationships in Athletics facilities, while working to retain and build upon those efforts. Provide unparalleled customer service, accordingly.
• Support in design and production of effective communication media, including services guides, menu portfolios, web-based communication, newsletters and other correspondence will be necessary.
• The expectation of Tennessee Athletics Event Management leadership will be to establish and maintain positive relations with diverse groups, including donors and seat holders, game day staff, vendors, and university administration.

Budget and Post event / Annual Reports; Policies and procedures; Office / Equipment:

• Communicate successfully with Director of Special Events regarding: presentation of proposed operating budget; provision of pre-season report detailing maintenance and facility problems; provision of post-game reports detailing operational and maintenance issues;
• Support of presentation of year-end report.
• Support and formulate Implementation procedures and manuals for booking, rental and operation of off-season/outside events in designated athletic facilities, when applicable.
• Office / event supply inventory management

Other duties as assigned.

Qualifications:

Required Qualifications:

Education:

Bachelor's Degree is required.

Experience:

Relevant customer service/hospitality experience is required. Experience in event management operations and/or with a NCAA Division I or professional sports setting is preferred.

Skills:

• Ability to lead and communicate effectively with internal units, campus departments, and external representatives.
• Knowledge of Special Event Industry Standards as well as NCAA and SEC guidelines as they pertain to collegiate athletic & special events.
• Knowledge of basic University guidelines and policies in relation to monetary transactions.
• Ability to manage a staff of up to 60 people in a professional and organized manner.
• Ability to multi-task and complete various on-going projects within a typical workday.
• Skilled in the use of computer software, in particular Microsoft Software Suite (Word, Excel, Publisher, Outlook), as well as Photoshop and Adobe Acrobat.
• Knowledge of creative platforms preferred.
• Ability to lead and train part-time and/or full-time staff preferred.

Behaviors:

Demonstrated behavioral expectations include:

• Unquestioned integrity and trustworthiness
• Adherence to University, Southeastern Conference, and NCAA rules and regulations
• Commitment to the Athletics Department and University's mission
• Flexible to various scheduling to include nights, weekend work and some holidays
• Ability to work with diverse populations in a positive manner
• Commitment to the Athletics Department and University's mission