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University of New Hampshire · 14 hours ago

Event Operations Coordinator

Durham, NH

Full-time

Onsite

Mid Level

$42K/yr - $74K/yr

The University of New Hampshire Athletics is seeking an Event Operations Coordinator to join their internal operations team. The role involves scheduling, preparing, and executing various events while ensuring client needs are met and event logistics are fulfilled.

Professional ServicesTraining

Responsibilities

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 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 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 rental 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

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

Perform other duties as assigned

Qualification

Event planningFacility operationsVendor/client relationshipsPublic assembly operationsNCAA regulationsSoftware proficiencySafety regulations knowledgeEvent equipment managementMulti-taskingTeam leadership

Required

Must be able to work nights, weekends, and holidays

Bachelor's

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 or 25Live scheduling data-bases

Maintain a valid state-issued driver's license

Preferred

Master's

Company

University of New Hampshire

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The University of New Hampshire is the state’s public research university, providing comprehensive, high-quality undergraduate programs and graduate programs of distinction.

Founded in 1866