Job Description
Associate Director of Special Events (Job Number: 260289) is part of the Athletic Department. Full-time, onsite, Monday‑Friday 8 am‑5 pm with frequent evenings and weekends as required. Salary is negotiable; benefits provided.
Required attachments: Resume, Cover Letter.
Responsibilities
Strategic Leadership & Revenue Generation
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.
Lead the special events sales pipeline 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.
Sales, Marketing & Relationship Management
Oversee marketing and promotion of athletics venues to local, regional, and national promoters, organizations, and corporate partners.
Cultivate and maintain long‑term relationships with clients, community partners, and industry stakeholders.
Serve as the department’s primary representative for special event inquiries, tours, and site visits.
Contracting, Policy & Financial Oversight
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.
Event Management & Operations
Serve as on‑site events lead for internal and external events, resolving issues in real time and ensuring safety, quality, and policy compliance.
Manage relationships and contracts with event labor providers, equipment vendors, caterers, and service partners.
Act as on‑site manager for external and internal special events, ensuring adherence to policies and safety standards.
Compliance, Collaboration & Representation
Ensure all special events comply with institutional, conference, NCAA, and applicable regulations.
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.
Additional Responsibilities
Monitor facility activity schedules and usage to ensure alignment with event priorities.
Oversee camp operations held within athletic department facilities, including scheduling and invoicing.
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 Requirements
Required Education and Experience : Bachelor's Degree AND 18 months in events/conference management, program administration, or related experience.
Equivalency: Will accept 48 months of related experience in lieu of the Bachelor's degree for a total of 66 months of related experience.
Skills :
Able to multi‑task with various projects while maintaining high accessibility.
Excellent internal and external customer service skills.
Goal and task oriented.
Competent on‑spot decision making and problem solving.
Must be able to work nights, weekends, and some holidays on a frequent basis.
Highly organized.
Professional communication skills.
Negotiating/working with external entities.
Direct communication style; able to give clear specific directions in hectic settings.
Basic budgeting and accounting skills.
Good written and verbal reporting skills for project evaluations.
Certifications : Valid driver's license for event management.
Working Conditions :
Physical : Ability to engage in repetitive motions; lift and carry 15‑50 lbs.
Environmental : Frequent exposure to pressure caused by deadlines and busy periods; may require travel; requires contact with other departments and university officials.
Departmental Preferences :
Bachelor’s Degree in hospitality, sales, marketing, sports management, or equivalent program.
24 months of related experience in sales with a sports facility, convention center, performing arts facility, multi‑purpose public assembly facility or other event venue.
Event management experience with large scale collegiate athletic events.
Extensive experience with special events, concerts, and venue revenue generation.
Experience with contracts, 3rd party staffing and operations.
Prior experience planning and successful revenue generation.
Some experience planning and/or working public events.
Experience with facility/event scheduling programs.
Experience with staffing for high level events.
Experience with collegiate venue operations and facility operations.
Supervision : Graduate Assistant & Student Workers.
Special Instructions : If selected as a final candidate, you will be subject to the University of Oklahoma Norman Campus Tuberculosis Testing policy. To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing.
Equal Employment Opportunity Statement : The University, in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of race, color, national origin, sex, sexual orientation, marital status, genetic information, gender identity/expression, age (40 or older), religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures.
Hiring contingent upon a background check: Yes.
Special Indications: Hiring contingent upon police records check, hiring contingent upon driver's license check.
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Required attachments: Resume, Cover Letter.
Responsibilities
Strategic Leadership & Revenue Generation
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.
Lead the special events sales pipeline 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.
Sales, Marketing & Relationship Management
Oversee marketing and promotion of athletics venues to local, regional, and national promoters, organizations, and corporate partners.
Cultivate and maintain long‑term relationships with clients, community partners, and industry stakeholders.
Serve as the department’s primary representative for special event inquiries, tours, and site visits.
Contracting, Policy & Financial Oversight
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.
Event Management & Operations
Serve as on‑site events lead for internal and external events, resolving issues in real time and ensuring safety, quality, and policy compliance.
Manage relationships and contracts with event labor providers, equipment vendors, caterers, and service partners.
Act as on‑site manager for external and internal special events, ensuring adherence to policies and safety standards.
Compliance, Collaboration & Representation
Ensure all special events comply with institutional, conference, NCAA, and applicable regulations.
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.
Additional Responsibilities
Monitor facility activity schedules and usage to ensure alignment with event priorities.
Oversee camp operations held within athletic department facilities, including scheduling and invoicing.
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 Requirements
Required Education and Experience : Bachelor's Degree AND 18 months in events/conference management, program administration, or related experience.
Equivalency: Will accept 48 months of related experience in lieu of the Bachelor's degree for a total of 66 months of related experience.
Skills :
Able to multi‑task with various projects while maintaining high accessibility.
Excellent internal and external customer service skills.
Goal and task oriented.
Competent on‑spot decision making and problem solving.
Must be able to work nights, weekends, and some holidays on a frequent basis.
Highly organized.
Professional communication skills.
Negotiating/working with external entities.
Direct communication style; able to give clear specific directions in hectic settings.
Basic budgeting and accounting skills.
Good written and verbal reporting skills for project evaluations.
Certifications : Valid driver's license for event management.
Working Conditions :
Physical : Ability to engage in repetitive motions; lift and carry 15‑50 lbs.
Environmental : Frequent exposure to pressure caused by deadlines and busy periods; may require travel; requires contact with other departments and university officials.
Departmental Preferences :
Bachelor’s Degree in hospitality, sales, marketing, sports management, or equivalent program.
24 months of related experience in sales with a sports facility, convention center, performing arts facility, multi‑purpose public assembly facility or other event venue.
Event management experience with large scale collegiate athletic events.
Extensive experience with special events, concerts, and venue revenue generation.
Experience with contracts, 3rd party staffing and operations.
Prior experience planning and successful revenue generation.
Some experience planning and/or working public events.
Experience with facility/event scheduling programs.
Experience with staffing for high level events.
Experience with collegiate venue operations and facility operations.
Supervision : Graduate Assistant & Student Workers.
Special Instructions : If selected as a final candidate, you will be subject to the University of Oklahoma Norman Campus Tuberculosis Testing policy. To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing.
Equal Employment Opportunity Statement : The University, in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of race, color, national origin, sex, sexual orientation, marital status, genetic information, gender identity/expression, age (40 or older), religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures.
Hiring contingent upon a background check: Yes.
Special Indications: Hiring contingent upon police records check, hiring contingent upon driver's license check.
#J-18808-Ljbffr