Assistant Director of Special Events

Job Details

Job Location

Lawrence, KS

Assistant Director of Special Events

Position Summary
Responsible for oversight of all special events, University events, outside group events for Kansas Athletics, Inc. Â Assist with Kansas Athletics events as needed and available. Assist the with facilities projects as needed and available. Â
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Responsibilities of all Positions at Kansas Athletics

1.   Adhere to University, Big 12 Conference, Kansas Athletics and NCAA policies and procedures.

2.   Maintain knowledge of departmental activities, sports schedules and procedures.

Job Details

Job Location

Lawrence, KS

Assistant Director of Special Events

Position Summary
Responsible for oversight of all special events, University events, outside group events for Kansas Athletics, Inc. Â Assist with Kansas Athletics events as needed and available. Assist the with facilities projects as needed and available. Â
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Responsibilities of all Positions at Kansas Athletics

1.   Adhere to University, Big 12 Conference, Kansas Athletics and NCAA policies and procedures.

2.   Maintain knowledge of departmental activities, sports schedules and procedures.

3.   Foster cooperative working relationships with immediate supervisor and staff members who work within or outside his/her work unit.

4.   Support the athletics departmental goals and philosophies as described by the Director of Athletics, and work to achieve and uphold the department’s mission statement and core values.

5.   Maintain a positive attitude toward performing job duties and working with other staff members.Â

6.   Exhibit professional decorum at all times while representing Kansas Athletics, including routine events and meetings that occur outside of the office and on the road.

7.   Maintain the confidentiality of all information obtained while an employee of Kansas Athletics including all private, confidential, or sensitive information and ensuring compliance with FERPA, HIPAA, and other applicable regulations.
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Duties and Responsibilities of the Position

1.   Evaluate current policies and procedures related to special event facility scheduling and update as needed/accordingly;

2.   Maintain and distribute facilities calendar. Approve or deny facility rental for specific events and coordinate logistics such as parking, staffing, custodial, public safety and any other services that might be necessary for the standards of event management within the Athletic Department to include camps and clinics;

3.   Provide pre-planning logistics and on-site coordination for event management with the focus on Jayhawk Hospitality events, University events and outside events. Acts as the Athletic Department liaison for these events including initial screening, coordination, communication, logistics, implementation, contracting, billing, and post event documentation;

4.   Communicate with potential users related to facility availability and scheduling walk-throughs;Â

5.   Prepare facility use agreement prior to events, make sure proper liability insurance, and assist in tracking expenses and invoicing users post event

6.   Coordinate event and facility logistics for special event rentals by working directly with internal and external partners, including but not limited to, I.T., audio, video, parking, campus facilities, equipment, FS, public safety, LDCFM and concessions;

7.   Schedule and coordinate event staffing and campus departments to provide needed event support (Jayhawk Guest Services, CSC, KAI staff, KUOPS, Douglas Co. Fire/Medical, Campus Facilities Services, Parking/Transit, KU Recycling, etc.)

8.   Track all contracts and payments owed to Kansas Athletics for facility rentals and staffing of special events;

9.   Provide data and information to guide long range planning and implementation of rental rates and policies for internal and external groups; participate in budget planning discussions as assigned by supervisor;Â

10.   Assist with Kansas Athletics event management as needed and available; Lead event manager for Soccer.

11.   Maintain master schedule by scheduling departmental conference rooms/auditorium/practice & competition spaces and updating the departmental master calendar system daily; assisting with A/V help during outside events

12.   Perform other duties as assigned by supervisor to ensure the highest standards of office/facilities/event operations for Kansas Athletics.

Work Environment

This job operates in both a professional office environment and outside at KAI related events, including inclement weather. This role routinely uses standard office equipment such as laptop computers and various digital devices, including, but not limited to:Â cell phone, printer, copy machine, and other related devices. This job requires flexibility and adaptability in schedule and the ability to perform job related duties on short notice.
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Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to speak and hear. Specific vision abilities required by this job include close vision and ability to adjust focus. This position may require frequent bending, moving, lifting, and carrying material weighing up to 50 pounds; standing up to eight hours each day; and working in all weather conditions.

Hours of Work

This is a full-time position. Days and hours of work will vary based on the needs of the sports programs and as job duties demand.  Early morning, evening and weekend work is sometimes required.
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Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Qualifications

Required Qualifications

• Bachelor’s degree from an accredited college or university;
• Minimum of 2 years’ experience in relevant intercollegiate or municipal athletics setting;Â
• Demonstrated detail-oriented skills and abilities;
• Demonstrated strong communication and organizational skills;
• Ability to work independently with minimal supervision;
• Ability to work with a diverse group of staff members;
• General office computer software experience including, MS Office, Google Docs and Outlook;
• Ability and willingness to work an irregular schedule including evenings, weekends and holidays on occasion.

Preferred Qualifications

• Master’s degree in related field;
• Experience in leading or supervising full-time and student staff.

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