Assistant Director - Facilities & Event Management

Job Description

Position Summary:

The Assistant Director of Facilities & Event Management is responsible for event and facility management, including post-season activity, of assigned sports while also assisting with designated football facility and event management responsibilities.

About the Work Unit:

Vanderbilt University’s Athletics Department prepares student-athletes to become leaders and champions in life by placing the highest values on integrity, character, sportsmanship and victory. Vanderbilt is a charter member of the Southeastern Conference and is the conference's only private school. The university fields 17 varsity teams (6 men's teams and 11 women's teams), 15 of which compete in the Southeastern Conference.

Key Functions and Expected Performance:

1. Responsible for game management and facility management aspects of assigned sports

a. Work in conjunction with university plant operations and grounds crew to ensure the fields and facilities are prepared to host scheduled events

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

i. 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, IMG sports marketing and sponsorship, VUPD, traffic and parking, etc.

2. Assist in football game operations as directed by the Associate Athletics Director for Facilities & Event Management.

a. Responsible for assigned areas of home football operations

3. Serve as the facilities director for assigned athletics facilities and oversee its operation and maintenance as well as make recommendations on projects to continuously improve the facility

a. Maintain cleaning standards and perform daily building survey

b. Negotiate and execute facility rental agreements, ensuring all aspects of agreement are fulfilled on behalf of Vanderbilt

4. Coordinate repairs and maintenance of buildings, fields and grounds

5. Plan and recommend facility improvements and/or upgrades

6. Assist with scheduling of practice times and other facility usage

7. Coordinate TV set-up for assigned sports

a. Meet with television director/producer in advance to determine needs to televise event

b. Create a logistical plan to execute the needs of the television representatives

c. Evaluate staffing needs to assist in production and recruit appropriate staffing to fill needs

d. Determine needs and manage credentials/access for TV crew

e. 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.)

f. 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, IMG, NCC, ticketing, custodial, etc. for assigned sports

9. Assist as a liaison for Plant Operations and Housekeeping on building maintenance issues for all athletics facilities

a. Maintain daily cleaning standards and perform daily tours of building(s) checking cleaning standards and maintenance items.

b. Processing and distributing work orders to address facility needs.

10. Maintain working relationship and coordinate logistics with Plant Operations, campus groups, and other departments within Vanderbilt Athletics

11. Responsible for assisting with any NCAA, NIT, SEC, etc. events hosted by Vanderbilt University, as assigned

12. Comply with NCAA and SEC rules and regulations

13. Perform other duties as requested by the Associate Athletics Director for Facilities & Event Management and department senior staff

Education and Certifications:

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

• A Master’s degree is preferred.

   

Experience and Skills:

• Prior experience in Facility Management and Athletics Event Management is necessary.

• 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 with short deadlines is preferred.

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

As conditions of employment, individuals have an affirmative obligation cooperate fully with the institution, SEC, and NCAA infractions processes. An individual who is found in violation of NCAA regulations shall be subject to disciplinary or corrective action by the institution, SEC, and/or NCAA as set forth in the provisions of the NCAA infractions process, up to and including suspension without pay or termination of employment. Additionally,

individuals receiving athletically related income or benefits from a source outside the institution (e.g., income from endorsement or consultation contracts with apparel companies, equipment manufacturers, television and radio programs; income from ownership, control or management of a foundation, organization, or other entities; etc.) must report such earnings (other than cash or cash equivalents if the total amount received is $600 or less) to the chancellor on an annual basis.