This recruitment will be used to fill one full-time Administrative Program Specialist position for the Department of Athletics at Oregon State University (OSU).
The mission of the OSU Department of Athletics is to Go Build Excellent, Authentic, Visionary Student-Athletes (GO B.E.A.V.S.).
Reporting to the Associate Athletic Director (AD) for Facilities & Event Management, the Facilities & Events Coordinator will assist the Associate AD with the coordination of assigned home athletic contests. This position will communicate with appropriate staff and coaches to ensure fair and reasonable access to facilities for practices, games, and camps. The Coordinator will schedule and provide structure to the maintenance protocols and facility evaluations for all assigned venues. This position will be responsible for providing information to outside users (competitors, renters, and other business entities). Duties also include informing and providing input regarding protocols around facility use, safety and emergency procedures, and advising on efficiencies and innovation where observed.
The Facilities & Events Coordinator must be able to lead multiple vendors and partners and provide clear planning and communication to all services providers as appropriate for each event. This person could act as a liaison with police, risk management, other on campus agencies, Oregon Liquor Control, and outside guest services providers.
The Facilities & Events Coordinator is responsible for all aspects of event execution and coordination and management of athletic events, including but not limited to: direct marketing, scoring equipment and systems, crowd control, event emergencies, staffing, and event logistics. This position has a big picture outlook and understands the various moving parts related to holding a successful event.
Interprets and complies with University policies, rules and regulations and other various organizations, including but not limited to: OSU, City of Corvallis, Benton County, NCAA, PAC-12, DPSST, OLCC, OSAA, etc.
Ensures that the event environment and its attendees and staff are safe and secure. Acts as the responsible staff member onsite in the event of an emergency.
Must follow all OSU policies and standards.
This position requires a clear and unambiguous commitment to compliance of all National Collegiate Athletic Association (NCAA) regulations for Division I (FBS) universities.
Position Duties: 35% EVENT MANAGEMENT Assists the Associate AD for Facilities & Event Management with general event management responsibilities for sporting events and other on campus events. For sporting events, reviews field and court markings for compliance with NCAA regulations, ensures proper safety and crowd control measures are in place, and ensures ADA compliance for disabled patrons. Responsible for event setup and breakdown for all intercollegiate events and special events. Works with PAC-12 Conference to oversee operations of hosting and scheduling of officials for sporting events. Works with coaches and department heads for minor project coordination in various facilities. Supports the Associate AD in event operation, including serving as event manager for various sports as assigned.
35% FACILITIES MAINTENANCE Assists with the scheduling of regular maintenance protocols for assigned venues. Provides regular and systematic venue evaluations to the Associate AD and Director of Athletic Events. Identifies health and safety concerns. Addresses minor issues independently. Coordinates with Manager of Athletic Facilities on work order management.
15% COORDINATION WITH CAMPUS SAFETY / CROWD MANAGEMENT / CAMPUS RECYCLING / GCA Works collaboratively with Oregon State Police, OSU Office of Risk Management, OSU Public Safety and outsourced crowd management services contractor on a regular basis to keep informed of best practices and current issues relating to public safety and crowd management operations at large venues, including large on-campus non-athletic events. Evaluates quality control of current systems and processes and makes recommendations for changes and improvements to current systems and processes. Responsible for recycling and sustainability operation.
10% LEADERSHIP Provides leadership for assigned contracted employees and student workers. Plans, assigns, and approves work in conjunction with Director of Athletic Events.
5% ATHLETIC FACILITY RENTALS & CAMPS Coordinates the use of athletic facilities for non-Athletic department venue rentals, including but not limited to: coordination of reservations, contracts, insurance, risk management, invoicing, and scheduling of Guest Services and crowd management staffing. Performs special projects as assigned by the Associate AD. Oversees Athletic Camp scheduling for assigned teams.
Two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR an equivalent combination of training and experience. One year of postsecondary education may be substituted for up to one year of the experience.
Additional Required Qualifications:
Excellent organizational skills.
Ability to manage public and volatile situations as well as diffuse conflict and move to resolution quickly.
Ability to communicate clearly in both written and spoken word.
A high degree of leadership and customer service focused independent decision making.
The employee in this position will often be required to (lift/carry/push/push/pull) objects weighing 40 pounds.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months.
This position requires driving a University vehicle or a personal vehicle on behalf of the University; therefore, the incumbent must successfully complete a Motor Vehicle History Check, possess and maintain a current, valid driver’s license in their state of residence, be determined to be position qualified and self-report convictions (as per Voluntary and Compulsory Driver Standards OSU Standard 125-155-0200) as per OSU 576-056-0000 et seq.
Bachelor’s degree in Business or Sports Administration or related field.
Previous experience in Event Management at NCAA Division I institution.
Experience managing large groups of people in the coordination of large scale events (concerts, athletic contests, community events, etc).
Experience working in an Event Management/Guest Services capacity with other major sporting events (Bowl Games, MLB, etc.).
A demonstrable commitment to promoting and enhancing diversity.