Events Operations Coordinator

University System of New Hampshire; Durham (NH); On-site; GBP 31,000 - 48,000; Full time

Job summary

University of New Hampshire Athletics is seeking an Event Operations Coordinator to join the internal operations team. The role focuses on scheduling, preparation, and execution of university and non-athletic events, including select special events, with an emphasis on maximizing revenue opportunities and meeting client needs.

The EOC will coordinate setup, oversee safety, and ensure compliance with NCAA and conference regulations while partnering with UNH departments and external contractors

Qualifications

• Responsibilities include daily operational activities to run, maintain, and service facility and event spaces, including front/back of house, event production, custodial services, safety, and inventory control.
• Coordinate and communicate with tenants, facilities and external contractors for event setups and changeovers.
• Create documentation outlining facility setup requirements and timelines for all events.
• Monitor equipment inventory, coordinate repairs, disposal, and replacements as needed.
• Inspect facility areas to ensure safe event setup and compliance with fire codes and safety laws.
• Serve as MOD for UNH athletic events and third-party rentals when required.
• Act as primary contact for rental clients for premium spaces and liaise with athletics departments and other university units.
• Lead walk-throughs with clients to determine scope, use CAD for event maps, and distribute event materials to stakeholders.

Responsibilities

• Manage resource use including funding, personnel, facilities and time.
• Attend weekly athletics operations meetings and support internal operations.
• Administer reviews and manage responsibilities for direct reports and department controls.
• Support professional development and mandatory training programs.

Job description

University of New Hampshire Athletics is seeking an Event Operations Coordinator. The selected candidate will become a valued member of the internal operations team and will participate in the scheduling, preparation and execution of University and non-athletic outside user events. For select special events, the EOC will review the outside user policy, maximize revenue-generating opportunities, ensure event logistics are fulfilled and client needs are met. Coordinating and assisting with setup and breakdown may be required in order to ensure successful execution of events. All events will be conducted in a safe manner and will create a positive experience for participating guests, students, and the UNH community. The position is responsible for conducting all duties and activities in accordance with department values and the rules of the National Collegiate Athletics Association (NCAA), the America East Conference, Hockey East, the University of New Hampshire, and the state of New Hampshire.

Job Description

• Responsible for the daily operational activities required to run, maintain, and service the facility and event spaces including front and back of house services, event production, custodial services, security and safety, emergency preparedness, and equipment inventory control.-
• Maintains on-going relationships and communication with tenants, UNH Facilities and Grounds & Events, and third party contractors.-
• Facilitate event setups and changeovers and other associated event-based tasks.
• Create detailed documentation outlining facility set up and requirements.-
• Monitor the event equipment inventory which includes proper storage, coordinating repair/disposal of equipment and coordinating replacements as needed.
• Conduct physical inspections of all areas of the facility to ensure accurate event setup, safety for patrons, and adheres to fire code and safety laws.
• May be required to serve as MOD (Manager on Duty) as required for UNH Athletic Events - ie. Football, Hockey - as well as third-party event rentals - ie. NHIAA, Special Olympics, etc.
• Assists WCA Maintenance and Ice Coordinator as needed.
• Serves as the facility scheduler for all ice rentals and special events, and primary contact for select internal and external rental clients for any of UNH Athletic Department's 'Premium Spaces', including but not limited to, the Whittemore Center Skybox, Wildcat Stadium Victory Club, and Field House.
• Serve as the primary event planning contact for assigned rental clients and the liaison between the client, athletics external relations, key constituents, and other university departments.
• Meet and conduct walk throughs with clients to determine event scope and needs.
• Utilize CAD to build event maps that comply with client needs, building specifications, and municipal regulations.
• Timely production and distribution of event orders, information sheets, layouts and timelines to all necessary constituents and university departments.-
• Maintain frequent, direct communication with clients throughout the planning process so that timelines are met, and changes are efficiently and effectively managed.
• Assist in monitoring all client financial documents including pre-event budgets, event orders and post-event settlements.
• Help coordinate settlement procedures, including compiling production and contracted expenses, creating invoices, tracking, and ensuring collection of payments.
• Compile after-action input from key stakeholders and generate an "event recap", identifying items to sustain and areas of improvement.
• Adhere to all risk management policies and protocols as outlined by the athletics department and the university.
• Serve as a liaison with Campus Recreation programming for the Whittemore Center Arena, intramurals, club teams, youth instructional events, etc.
• Serve as liaison with internal stakeholders including, but not limited to, police and fire departments, caterers, ticket staff, parking attendants, and facility management.
• Management and oversight of third-party contractors hired to support all events.
• Assist in procuring new special events, satisfy contractual obligations, and market the events.

Administrative responsibilities as follows:

• Manage use of resources including funding, personnel, facilities, and time.
• Attend weekly athletics operations meetings.
• Assist with administrative functions within the internal operations office.
• Administer annual and mid-year employee reviews (if applicable).
• Carry out all responsibilities involved in the management of direct reports.-
• Adhere to all department-wide management controls.-
• Participate in professional development opportunities and mandatory training programs.
• Serve on university and advisory committees as assigned.
• Ensure all operations follow UNH, NCAA and conference regulations.
• Provide leadership and schedule part time hourly personnel for events.
• Recruit, hire, train, supervise, and evaluate pool of approximately 100 staff.-
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