Assistant AD - Facilities & Event Management

Vanderbilt University; Nashville (TN); On-site; USD 90,000 - 120,000; Full time

Job summary

Vanderbilt University is seeking an experienced facilities and event manager for baseball and other athletic venues. You will oversee game operations, coordinate with campus departments, and lead Hawkins Field maintenance and improvement efforts.

The role includes scheduling, event planning, and serving as liaison to TV production and support staff. Strong organizational and budgeting skills are essential.

Qualifications

• 3-5 years in collegiate athletics facility management and event management.
• 1-2 years of leadership in a similar role.
• Experience leading Division I football and postseason events is preferred.
• Analytical, evaluative and critical thinking skills preferred.
• Ability to plan resources and set priorities.

Responsibilities

• Responsible for game and facility management aspects of assigned sports, primarily Baseball.
• Work with maintenance and grounds to prepare facilities for events and coordinate with departments.
• Lead facility management for Hawkins Field and advise on improvements.
• Assist with scheduling practice times and event operations, including postseason events.
• Coordinate TV setup and liaison with television production and operations.
• Serve as athletics liaison for event support staff and coordinate with vendors and departments.
• Develop relationships with coaches, maintenance, housekeeping, and campus groups.

Skills

Event management

Leadership

Facilities management

Budgeting

Communication

Project coordination

Education

Bachelor's degree

Master's degree

Job description

Key Functions and Expected Performance:

1. Responsible for game and facility management aspects of assigned sports (primarily Baseball)

   1. Work in conjunction with university maintenance and grounds crew to ensure the fields and facilities are prepared to host scheduled events

   2. Create a plan for the operation of assigned events and work with internal and external departments to ensure execution of assignments related to event

      1. Including, but not limited to sports medicine, marketing, video/radio and television, director of operations for assigned sports, game officials (per SEC and NCAA regulations), plant/grounds, concessions, Learfield, VUPD, traffic and parking, etc.

2. Assist with game operations for other Vanderbilt sports as directed by the Associate Athletic Director, Facilities and Event Management

   1. Responsible for overall leadership of home baseball operations

   2. Assist with planning of event operations for all home contests

   3. Assist with postseason events operations as requested

3. Serve as the facility lead for Hawkins Field to oversee its operation and maintenance, as well as make recommendations on projects to continuously improve the facility

   1. Assigned facility/event management tasks

   2. Operate with consideration of the facility’s budget

   3. Maintain cleaning standards and perform routine building surveys

   4. Manage facilities equipment needs

   5. Support planning and hosting of special events within the facility, such as concerts, athletic contests, and premium events

4. Support and lead facility management initiatives for the unit

   1. Perform, or coordinate through internal work orders or external contractors, repairs and maintenance of buildings, fields, and grounds

   2. Develop and support maintenance and facility improvement planning for all facilities

   3. Identify and implement necessary facilities processes and procedures to improve operations (i.e. custodial services, grounds, general management, etc.)

   4. Participate in capital projects processes as requested

5. Assist with scheduling of practice times and other facility usage
6. Lead assigned sport operations meetings to determine needs for all stakeholders as it pertains to baseball events and additional events as required
7. Coordinate TV set-up for assigned sports

   1. Coordinate with television director/producer to determine needs to televise event

   2. Create a logistical plan to execute needs of television representatives

   3. Evaluate staffing needs to assist in production and assign staffing to fill needs

   4. Manage credentialing needs for television personnel

   5. Serve as the liaison between television production and university plant to determine and fulfill needs to execute televised event (ex: electrical needs, establishing television compound, etc.)

   6. Work with television production and director of sport operations to create timeline.

8. Athletics liaison for event support staff, including concessions, guest services, VUPD, LifeFlight, bookstore, marketing, Learfield, NCC, ticketing, custodial, etc. for assigned sports
9. Develop and maintain effective working relationships with coaches and support staff, university maintenance and grounds, housekeeping, campus groups, vendors and contractors, and other Vanderbilt Athletics departments
10. Fill in for Associate Athletic Director, Facilities and Event Management as needed
11. Responsible for assisting with NCAA, NIT, SEC, etc. events hosted by Vanderbilt University
12. Ensure compliance with NCAA and conference rules and regulations
13. Perform other duties requested by the Associate Athletic Director, Facilities and Event Management

Education and Certifications:

• A Bachelor’s degree from an accredited institution of higher education is required.

• A Master’s degree from an accredited institution of higher education is preferred.

Experience and Skills:

• Prior experience of 3-5 years in collegiate athletics facility management and event management is necessary.

• Prior leadership experience of 1-2 years in a similar role is necessary.

• Prior experience leading Division I football and NCAA and conference postseason events is preferred.

• Analytical, evaluative, and critical thinking skills are preferred.

• Skill in organizing resources and establishing priorities is preferred.

• Computer skills, to include word processing and database management are preferred.

• Ability to assess and develop procurement specifications and coordinate purchasing activities in area of specialty is preferred.

• Ability to manage and coordinate multiple projects simultaneously is preferred.

• Knowledge of budgeting and fiscal management principles and procedures is preferred.