Events Operations Coordinator

University of New Hampshire; Durham (NH); On-site; USD 45,000 - 47,000; Full time

Job summary

The University of New Hampshire Athletics is seeking an Event Operations Coordinator to support daily facility operations and outdoor events, coordinating setup, staffing, logistics and safety. You will serve as primary contact for rental clients, prepare event orders and maps, supervise part-time staff, and ensure compliance with NCAA and state regulations while delivering an exceptional guest experience.

This role requires reliability, strong communication, and the ability to work flexible

Qualifications

• Strong team leadership and coordination experience in events or operations.
• Proven ability to manage multiple events and stakeholders simultaneously.
• Experience working with vendors, clients, and internal university partners.

Responsibilities

• Oversee daily operational activities to run and service facility and event spaces, including front/back of house, safety, and inventory control.
• Coordinate event setups/changeovers and prepare detailed documentation for setup requirements.
• Serve as primary contact for select rental clients and coordinate with athletics and university departments.

Skills

Team leadership

Event planning

Vendor relations

Tools

CAD

EMS scheduling

MS Office

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.
• Track all mandatory and supplemental certifications and training of staff.

Preferred/Required Knowledge, Skills, And Abilities

• Strong team leadership; Ability to multi-task and maintain a positive attitude at all times and under all conditions; Demonstrated experience with event planning and coordination, vendor/client relationships, service contractors, and guests.
• Experience in public assembly facility operations and event conversion; Knowledge of standard practices relative to occupancy loads, fire codes, ADA standards and OSHA regulations.
• Demonstrated knowledge of NCAA rules and regulations.
• Specific operations experience, utilizing and maintaining certifications as required for the following: forklifts, personnel lifts, snow removal equipment, floor scrubbers and extractors, vacuums, and staging systems.
• Ability to learn and administer software programs such as MS Office, CAD, and EMS scheduling data-base.

Physical Requirements

Perform duties in a fast-paced, ever-changing environment that may require medium lifting at time. Exposure to weather elements during outdoor events. Must be able to work nights, weekends, and holidays. Experience in scheduling and operation of multi-use facilities, specifically, intercollegiate and/or professional athletic venues.

Anticipated Salary

$45,000–$47,000, commensurate with qualifications and experience.

The University of New Hampshire is an R1 Carnegie classification research institution providing comprehensive, high-quality undergraduate and graduate programs of distinction. UNH is located in Durham on a 188-acre campus, 60 miles north of Boston and 8 miles from the Atlantic coast and is convenient to New Hampshire’s lakes and mountains. There is a student enrollment of 13,000 students, with a full-time faculty of over 600, offering 90 undergraduate and more than 70 graduate programs. The University actively promotes a dynamic learning environment in which qualified individuals of differing perspectives, life experiences, and cultural backgrounds pursue academic goals with mutual respect and shared inquiry.

EEO Statement

The University System of New Hampshire is an Equal Opportunity/Equal Access employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.

Compensation Pay Range

$41,890.00 - $74,390.00

The pay range for this position is listed above. Actual offer will be based on skills, qualifications, experience, and internal equity, in addition to relevant business considerations. More information on benefits can be found here: USNH Employee Benefits | Human Resources

Location

Durham