Athletic Complex & Fitness Center Events Coordinator

Athletic Complex & Fitness Center Events Coordinator

Company:
Saginaw Valley State University

Job Location:
University Center, 48710

Category:
Conference and Events Administration

Type:
Full-Time

Job Title:
Athletic Complex & Fitness Center Events Coordinator

Full or Part Time:
Full time

Hours:
40

Exempt:
Yes

Supervisory Org:
Conference Center Athletics (PM)

SALARY RANGE: $45,000 - $47,000

JOB SUMMARY: The Athletics Complex Events Coordinator is responsible for coordinating and overseeing the Athletic Complex's internal and external event scheduling, excluding intercollegiate athletic events and Campus Recreation operations, and supporting Fitness Center operations. This includes administration, planning, contracting, marketing, financial management, staffing, operations, client relations, and facility management under The Conference Center at SVSU (TCC).

This position requires a schedule outside of regular business hours. The ability to regularly work weeknights and weekends is necessary.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Establish and maintain strong relations with internal and external partners.
• Administrative support for scheduling external and internal space requests and events within the Athletic Complex in accordance with the University Facility Use Policy.
• Negotiate and process contracts while finalizing all details related to internal and external events. Oversee event operations and manage financial and administrative responsibilities in accordance with university guidelines. Coordinate and plan for all external, internal and internally sponsored events in the Athletic Complex and Fitness Center.
• Conduct event planning meetings, walk-throughs and electronic communications with clients to ensure event clarity and success. Provide recommendations on facility capabilities, event logistics, and policies to clients.
• Coordinate deposits, invoices, and payment collection and process internal billing.
• Effectively communicate and coordinate with custodial, grounds, maintenance, catering and concessions, University Police staff and leadership for event support in a timely manner.
• Serve as event supervisor during external and internally hosted events as necessary, including weeknights and weekends.
• Utilize 25Live as the University's schedule software. Support the University's operations policy through training users and effective usage. Maintain accurate resource and facility database.
• Utilize scheduling software to ensure staffing coverage of Fitness Center and events.
• Assist in the management of the facility and staff, specifically the Fitness Center and other multi-use facilities within the Athletic Complex.
• Must be proficient in the Fitness Center membership sales database and related reports, providing guidance and troubleshooting to student staff.
• Assist in recruiting, hiring, training & managing TCC student staff, especially the training, leading, managing and scheduling of student event staff.
• Partner with event services vendors and local officials (such as fire marshals) to support additional event needs when required.
• Work closely with the Athletic Department, Campus Recreation, Facilities and Events to support usage of the facility, both practices and competitions, as well as athletic-sponsored and Campus Recreation events. Collaborate for setup, breakdowns, diagrams, and resource usage.
• Support the scheduling of special projects and facility and equipment maintenance, including communication of maintenance closures.
• Support academic usage of the facility through administrative support and advocation.
• Responsible for learning and effectively using established Conference Center programs for scheduling events, staffing, controlling building access, creating diagrams, submitting food/catering orders, and Campus Facilities set-ups and work orders.
• Perform other duties as assigned.

SUPERVISION RECEIVED: General supervision is received from the Manager of the Conference Center at SVSU

SUPERVISION EXERCISED: Functional supervision is exercised over student employees.

MINIMUM QUALIFICATIONS:

• Bachelor's degree
• Valid driver's license
• Entry-level to two years related work experience, preferably in athletic or recreation administration and/or event management.
• Demonstrated ability with computer-based applications
• Ability to work independently, organize and prioritize work and schedule.
• Ability to positively interact with all members of the campus community and effectively communicate with clients and colleagues, both verbally and in writing, with strong interpersonal skills.
• Ability to plan, coordinate, analyze, execute, and document event and facility logistics.
• Ability to work many early mornings, evenings and weekends.
• Ability to perform the essential duties of the position with or without accommodation.

WORKING CONDITIONS:

• Duties are generally performed inside but may be exposed to occasional outdoor environmental conditions.
• The work schedule includes many early mornings, evenings, and weekends.
• All work associated with this role must be performed within the state of Michigan.

The above reflects the general details considered necessary to describe the essential functions of the job and shall not be construed as an exhaustive statement of duties, responsibilities, or requirements that may be inherent in the job. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.