Associate Director of Special Events
Associate Director of Special Events
Company:
University of Oklahoma
Job Location:
Category:
Conference and Events Administration
Type:
Full-Time
Pay Range: Commensurate on education and experience
Benefits Eligible: Yes
Work Schedule: Monday - Friday, 8am - 5pm; frequent evenings and weekends as required
Travel: May be required
Position Introduction:
The Associate Director of Special Events provides strategic leadership and operational oversight for the planning, promotion, contracting, and execution of special events within the Athletics Department. This role is responsible for maximizing revenue generation and utilization of athletics facilities through proactive sales, relationship development, and policy leadership. The Associate Director exercises independent judgment in developing event strategies, negotiating contracts, managing vendor relationships, and serving as the primary liaison to campus partners, community organizations, and external clients. The position ensures all events meet institutional, conference, and NCAA standards while delivering high-quality experiences that reflect the department's mission and brand.
Essential Duties:
- 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, 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.
- Sales, Marketing & Relationship Management: 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.
- 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 to ensure accuracy, compliance, and revenue optimization.
- 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. This may include event setup and teardown.
- Manage relationships and contracts with event labor providers, equipment vendors, caterers, and service partners to include in briefings or report updates.
- Manage relationships and contracts with event labor providers, equipment vendors, and the department's contracted caterer, 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.
- Compliance, Collaboration & Representation: 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.
- Additional Responsibilities: Monitor facility activity schedules and usage to ensure alignment with event priorities and operational readiness.
- Oversight of camp operations held within athletic department facilities. This will primarily include oversight of facility scheduling and invoicing camps, while working hand in hand with compliance regarding camp policies and procedures and ensuring best practices are being met regarding camp operations.
- 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.
Skills:
- Able to multi-task with various projects while maintaining high accessibility.
- Excellent internal and external customer service skills to ensure that events are in line with the goals of the department.
- Goal and task oriented.
- Competent on the spot decision making and problem solving.
- Must be able to work nights, weekends, and some holidays on a frequent basis.
- Highly organized.
- Ability to communication professionally.
- 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.
Required Education and Experience:
- Bachelor's degree.
- 12 months experience in event planning and coordination, outreach or public relations.
Equivalency/Substitution: Will accept 48 months of related experience in lieu of the Bachelor's degree for a total of 60 months experience.
Required Certifications and Licenses:
- Valid Oklahoma Driver's License in order to drive University vehicles or ability to obtain within 30 days of hire date.
Department Preferences:
- Master's degree in hospitality, sales, marketing, sports management, or related field.
- Experience in conventions, banquets, entertainment, tradeshow/meetings with responsibility for scheduling, arranging, promoting meetings, lectures, exhibits, conventions, concerts or other related events.
- 3-4 years' experience in multipurpose venues, arenas, stadiums or convention centers.
- 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 with event development 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.
Hiring Contingent Upon a Background Check: Yes
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