Job Overview
Employment Type
Hourly
Work Schedule
Standard Hours
Flexible
Weekend Shifts
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Tuition Assistance
Flexible spending account
Life insurance
Job Description
The University of Oklahoma Athletics Department, located in Norman, is a leading institution dedicated to excellence in collegiate sports and event management. Known for its robust athletic programs and cutting-edge facilities, the department plays a pivotal role in fostering athletic achievements while also serving as a hub for community engagement through various special events. As a significant part of the university's holistic approach to sports and entertainment, the Athletics Department prides itself on its commitment to delivering world-class events that enhance the institution's brand and support its mission of promoting student-athlete success and community involvement.
The Associate Director of Special Events position is a professional hourly role designed for an individual who demonstrates strategic leadership and operational expertise in managing and maximizing special events within a dynamic athletics environment. This role demands a proactive approach to sales, relationship development, and comprehensive event management to ensure that facilities are utilized to their fullest potential. The position operates primarily Monday through Friday, 8 AM to 5 PM, but requires flexibility to work evenings, weekends, and holidays as event schedules dictate, reflecting the dynamic nature of collegiate athletics and special event hosting.
In this capacity, the Associate Director is responsible for the strategic oversight of special events, focusing heavily on increasing revenue streams and optimizing facility use through savvy sales strategies and strong client partnerships. The role entails negotiating contracts, managing vendor relationships, and serving as the primary liaison for campus partners, community groups, and external clients. A key component of the job is ensuring all events comply with institutional, conference, NCAA, and relevant regulations, including specific policies regarding minors on campus.
This leadership position includes not only event sales and marketing but also event execution and operational management. The Associate Director will lead the sales process, develop marketing strategies for athletic venues, and ensure that client and partner relationships nurture ongoing business opportunities. Their responsibilities extend to drafting and executing contracts, overseeing financial processes related to events, and directly managing on-site event operations to ensure safety, compliance, and high-quality guest experiences.
Additional duties include the oversight of camp operations held within athletic facilities, collaborating with various university departments for large-scale events such as graduations and career fairs, and representing the Athletics Department in campus and community event committees. The ideal candidate must be highly organized, capable of multitasking, and possess excellent communication and negotiation skills. They should be comfortable making decisions under pressure and have a detail-oriented approach to managing event logistics and financial oversight.
The position requires at least a bachelor's degree with 12 months of experience in event planning, coordination, outreach, or public relations. Candidates may also qualify with 48 months of relevant experience in lieu of a degree. A valid Oklahoma driver's license or the ability to obtain one within 30 days of hire is mandatory. Preferred qualifications include a master's degree in hospitality, sales, marketing, sports management, or related fields, along with extensive experience in multipurpose venues, event management for large-scale collegiate athletic events, and revenue generation related to special events.
This role offers a competitive salary commensurate with education and experience and is benefits-eligible, reflecting the university's commitment to attracting top talent. The Associate Director of Special Events plays a crucial role in enhancing the Athletics Department's visibility, revenue, and operational success, contributing to the vibrant culture of sports and community interaction at the University of Oklahoma.
The Associate Director of Special Events position is a professional hourly role designed for an individual who demonstrates strategic leadership and operational expertise in managing and maximizing special events within a dynamic athletics environment. This role demands a proactive approach to sales, relationship development, and comprehensive event management to ensure that facilities are utilized to their fullest potential. The position operates primarily Monday through Friday, 8 AM to 5 PM, but requires flexibility to work evenings, weekends, and holidays as event schedules dictate, reflecting the dynamic nature of collegiate athletics and special event hosting.
In this capacity, the Associate Director is responsible for the strategic oversight of special events, focusing heavily on increasing revenue streams and optimizing facility use through savvy sales strategies and strong client partnerships. The role entails negotiating contracts, managing vendor relationships, and serving as the primary liaison for campus partners, community groups, and external clients. A key component of the job is ensuring all events comply with institutional, conference, NCAA, and relevant regulations, including specific policies regarding minors on campus.
This leadership position includes not only event sales and marketing but also event execution and operational management. The Associate Director will lead the sales process, develop marketing strategies for athletic venues, and ensure that client and partner relationships nurture ongoing business opportunities. Their responsibilities extend to drafting and executing contracts, overseeing financial processes related to events, and directly managing on-site event operations to ensure safety, compliance, and high-quality guest experiences.
Additional duties include the oversight of camp operations held within athletic facilities, collaborating with various university departments for large-scale events such as graduations and career fairs, and representing the Athletics Department in campus and community event committees. The ideal candidate must be highly organized, capable of multitasking, and possess excellent communication and negotiation skills. They should be comfortable making decisions under pressure and have a detail-oriented approach to managing event logistics and financial oversight.
The position requires at least a bachelor's degree with 12 months of experience in event planning, coordination, outreach, or public relations. Candidates may also qualify with 48 months of relevant experience in lieu of a degree. A valid Oklahoma driver's license or the ability to obtain one within 30 days of hire is mandatory. Preferred qualifications include a master's degree in hospitality, sales, marketing, sports management, or related fields, along with extensive experience in multipurpose venues, event management for large-scale collegiate athletic events, and revenue generation related to special events.
This role offers a competitive salary commensurate with education and experience and is benefits-eligible, reflecting the university's commitment to attracting top talent. The Associate Director of Special Events plays a crucial role in enhancing the Athletics Department's visibility, revenue, and operational success, contributing to the vibrant culture of sports and community interaction at the University of Oklahoma.
Job Requirements
- Bachelor’s degree or 48 months related experience in lieu of degree
- 12 months experience in event planning coordination outreach or public relations
- Valid Oklahoma driver’s license or ability to obtain within 30 days of hire date
- Ability to work nights weekends and some holidays
- Excellent internal and external customer service skills
- Competent on the spot decision making and problem solving
- Highly organized
- Professional communication skills
- Negotiation skills
- Basic budgeting and accounting skills
- Good written and verbal reporting skills
Job Qualifications
- Bachelor’s degree
- 12 months experience in event planning and coordination outreach or public relations
- Master’s degree in hospitality sales marketing sports management or related field preferred
- Experience in conventions banquets entertainment tradeshow meetings with responsibility for scheduling arranging promoting meetings lectures exhibits conventions concerts or other related events preferred
- 3-4 years experience in multipurpose venues arenas stadiums or convention centers preferred
- Event management experience with large scale collegiate athletic events preferred
- Extensive experience with special events concerts and venue revenue generation preferred
- Experience with contracts 3rd party staffing and operations preferred
- Prior experience with event development and successful revenue generation preferred
- Some experience planning or working public events preferred
- Experience with facility event scheduling programs preferred
- Experience with staffing for high level events preferred
- Experience with collegiate venue operations and facility operations preferred
Job Duties
- Manage events sales process including prospecting client engagement contract negotiation and closing to achieve annual revenue and facility utilization goals
- Develop and implement strategies to maximize utilization visibility and revenue for Athletics Department facilities including premium spaces and non-athletic programming
- Lead the special events sales pipeline including prospecting client engagement contract negotiation and closing to ensure consistent progress toward annual revenue and utilization goals
- Identify and pursue new business opportunities target markets and partnerships for events and facility rentals
- Oversee marketing and promotion of athletics venues to local regional and national promoters organizations and corporate partners to drive bookings and enhance visibility
- Cultivate and maintain long-term relationships with clients community partners and industry stakeholders to drive repeat and referral business
- Serve as the department’s primary representative for special event inquiries tours and site visits
- Draft review negotiate and execute special event contracts bids proposals riders and related agreements
- Create implement and maintain special event policies procedures pricing manuals and operational documentation
- Collaborate with Business Operations to review financial statements settlements and post-event reporting to ensure accuracy compliance and revenue optimization
- Serve as on-site events lead for internal and external events resolving issues in real time and ensuring safety quality and policy compliance including event setup and teardown
- Manage relationships and contracts with event labor providers equipment vendors caterers and service partners including menu coordination and service standards
- Act as on-site manager for external and internal special events resolving issues in real time and ensuring adherence to policies and safety standards
- Ensure all special events comply with institutional conference NCAA and applicable local state and federal regulations including minors-on-campus policies
- Serve as a liaison to campus departments and local entities for graduations career fairs and other large-scale events hosted in athletics facilities
- Represent the Athletics Department on campus and community committees related to events facilities and external engagement
- Participate in departmental leadership meetings and contribute to long-term planning and continuous improvement initiatives
- Monitor facility activity schedules and usage to ensure alignment with event priorities and operational readiness
- Oversee camp operations held within athletic department facilities including facility scheduling invoicing and compliance with policies
- Support internal athletic events conference championships and NCAA postseason events as assigned
- Perform other duties consistent with the scope and level of the position as assigned
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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