"Associate Director of Event & Facility Services"

Job Description

The purpose of the Associate Director of Event & Facility Services is to manage all aspects of event production, ensuring that venues are ready for events, rehearsals, practices, performances, or OU athletic contests. Responsibilities include, but are not limited to, ensuring that all facility and technical production requirements are met in a timely, safe, efficient, and cost-effective manner. Additionally, the Associate Director of Event & Facility Services must demonstrate personal accountability, including (1) compliance with the compliance staff directives and (2) adherence to Athletics Department and University policies as well as NCAA and SEC Conference rules and regulations.

Essential Functions:

• Coordinates and manages all set-up, teardown, and event changeovers/conversions within all OU Athletics facilities. This includes all OU athletic events and non-athletic events such as University functions, school district, entertainment, and community events, family attractions, conventions, concerts, exhibitions, consumer shows, meetings, banquets, miscellaneous University Affairs, and private entertainment events.
• Reviews facility calendar to recommend appropriate timing for event changeovers, including determining appropriate staffing needs.
• Schedules, directs, and supervises all aspects of technical operations personnel to assure facility readiness and smooth operation of events.
• Inspects event conversion and installation progress to ensure conformance to established specifications.
• Oversees the assembly, operation, repair, and maintenance of event production equipment.
• Anticipates and troubleshoots potential issues with event changeover/conversion timelines, venue capability restrictions, audio, visual, lighting, and rigging.
• Manages the technical equipment inventory program and researches potential equipment upgrades or replacements as needed.
• Knows and guarantees compliance with all laws, codes, ordinances, policies, procedures, including fire and ADA code requirements related to event setups, layouts, and operations.
• Works with supervisors and athletics administration to evaluate potential events, including concert bids & event proposals by assisting with review of technical riders, advancing shows, etc.
• Responsible for the upkeep of all Venue Tech Packets.
• Maintains the event CAD layout electronic database.
• Acts as a representative of building management and is a key liaison between tenants, contractors, and clients.
• Assists with budget planning, resource allocation, and on-site logistics management; supervises audiovisual setup and enforces risk management protocols.
• Perform all duties deemed necessary by the Lloyd Noble Center General Manager or Assistant AD of Event & Game Operations.

Job Requirements

Required Education and Experience:

High School Diploma or GED AND: 3 years of experience in venue coordination, event production, facility operations or related field.

Certifications or Licenses:

Valid Driver's License

Knowledge, Skills, and Abilities:

• Strong planning and coordinating public events skills.
• Proficient with facility and event scheduling software.
• Basic budgeting and accounting skills.
• Ability to manage multiple projects simultaneously while remaining accessible and approachable.
• Excellent internal and external customer service skills to align events with departmental goals.
• Goal- and task-oriented with strong follow-through.
• Skilled in on-the-spot decision making and problem solving.
• Highly organized with strong attention to detail.
• Professional communication skills with administrators, coaches, staff, and students.
• Experienced in negotiating and collaborating with external partners.
• Clear and direct communication style; able to provide specific directions in fast-paced environments.
• Strong written and verbal reporting skills for project evaluation and documentation.

Working Conditions:

Frequent onsite presence required during events, including evenings, weekends, and holidays, based on the event schedule. Ability to work nights, weekends, holidays regularly, and/or overtime work based on event schedules. Work primarily takes place in athletic facilities and event venues, with potential exposure to varying weather conditions for outdoor events. Involves physical activity such as setting up and tearing down event equipment, requiring the ability to lift 50 lbs. Requires prolonged periods of standing, walking, stooping, and bending. Requires repetitive motions, effective communication, and the ability to operate a vehicle as needed. Collaboration with multiple departments and external stakeholders in a fast-paced environment demands strong communication skills and adaptability. Occasional exposure to high-stress or time-sensitive situations. May be designated as an essential position during emergency campus closures. May be required to remain on campus overnight during severe weather or emergency situations. Exposure to odors and loud sounds.

Preferred Qualifications:

• Bachelor's and/or Master's Degree
• Work experience or education in Facility, Event, or Business Management
• AutoCAD Certification
• 5-10 years of experience in event set-up, tear-down, and arena changeovers
• 5 years of supervisory experience
• Forklift operator license