Associate Director of Special Events

Job Description

Associate Director of Special Events (Job Number: 260289) is part of the Athletic Department. Full-time, onsite, Monday‑Friday 8 am‑5 pm with frequent evenings and weekends as required. Salary is negotiable; benefits provided.

Required attachments:
Resume, Cover Letter.

• Strategic Leadership & Revenue Generation
  • Manage events sales process, including prospecting, client engagement, contract negotiation, and closing, to achieve annual revenue and facility utilization goals.
  • Develop and implement strategies to maximize utilization, visibility, and revenue for Athletics Department facilities.
  • Lead the special events sales pipeline to ensure consistent progress toward annual revenue and utilization goals.
  • Identify and pursue new business opportunities, target markets, and partnerships for events and facility rentals.
• Sales, Marketing & Relationship Management
  • Oversee marketing and promotion of athletics venues to local, regional, and national promoters, organizations, and corporate partners.
  • Cultivate and maintain long‑term relationships with clients, community partners, and industry stakeholders.
  • Serve as the department’s primary representative for special event inquiries, tours, and site visits.
• Contracting, Policy & Financial Oversight
  • Draft, review, negotiate, and execute special event contracts, bids, proposals, riders, and related agreements.
  • Create, implement, and maintain special event policies, procedures, pricing, manuals, and operational documentation.
  • Collaborate with Business Operations to review financial statements, settlements, and post‑event reporting.
• Event Management & Operations
  • Serve as on‑site events lead for internal and external events, resolving issues in real time and ensuring safety, quality, and policy compliance.
  • Manage relationships and contracts with event labor providers, equipment vendors, caterers, and service partners.
  • Act as on‑site manager for external and internal special events, ensuring adherence to policies and safety standards.
• Compliance, Collaboration & Representation
  • Ensure all special events comply with institutional, conference, NCAA, and applicable regulations.
  • Serve as a liaison to campus departments and local entities for graduations, career fairs, and other large‑scale events hosted in athletics facilities.
  • Represent the Athletics Department on campus and community committees related to events, facilities, and external engagement.
  • Participate in departmental leadership meetings and contribute to long‑term planning and continuous improvement initiatives.
• Additional Responsibilities
  • Monitor facility activity schedules and usage to ensure alignment with event priorities.
  • Oversee camp operations held within athletic department facilities, including scheduling and invoicing.
  • Support internal athletic events, conference championships, and NCAA postseason events as assigned.
• Perform other duties consistent with the scope and level of the position as assigned.

• Required Education and Experience
  :
  Bachelor's Degree AND 18 months in events/conference management, program administration, or related experience.
• Equivalency:
  Will accept 48 months of related experience in lieu of the Bachelor's degree for a total of 66 months of related experience.
• Skills
  :
  • Able to multi‑task with various projects while maintaining high accessibility.
  • Excellent internal and external customer service skills.
  • Goal and task oriented.
  • Competent on‑spot decision making and problem solving.
  • Must be able to work nights, weekends, and some holidays on a frequent basis.
  • Highly organized.
  • Professional communication skills.
  • Negotiating/working with external entities.
  • Direct communication style; able to give clear specific directions in hectic settings.
  • Basic budgeting and accounting skills.
  • Good written and verbal reporting skills for project evaluations.
• Certifications
  :
  Valid driver's license for event management.
• Working Conditions
  :
  • Physical
    :
    Ability to engage in repetitive motions; lift and carry 15‑50 lbs.
  • Environmental
    :
    Frequent exposure to pressure caused by deadlines and busy periods; may require travel; requires contact with other departments and university officials.
• Departmental…