Facility & Event Operations Coordinator

Facility & Event Operations Coordinator

Athletic Management

Reports To : Senior Associate Director of Athletics

Position Type : Staff

Position Summary : Under the direction of the Senior Associate Director of Athletics, the Facility and Event Operations Coordinator provides primary administrative and customer service support to the Department of Physical Education and Athletics by ensuring efficient and safe office and athletic facility operations. The position works closely with the athletics staff to ensure the seamless execution of NCAA collegiate athletic events and special events. This includes scheduling student employment, preparing athletic venues for competition, visiting team liaison, game management, and post competition breakdown. The scope of the responsibilities requires the individual to interact and communicate professionally with individuals of all levels ranging from students, staff, administrators, coaches, patrons, and external constituents including visiting teams and officials. The incumbent must be able to work independently under minimal supervision, and they must demonstrate initiative and the ability to handle multiple tasks in a fast-paced environment. Work schedule varies and is subject to change. Incumbent must be able to work weekends, evenings & holidays.

Customer Services and General Administrative : The incumbent provides a full array of office and clerical services including but not limited to; monitors card swipe access to all 3 athletics facilities, greets visitors and provides information and assistance to Physical Education visitors / patrons in accordance with departmental policies and procedures. Answer routine office inquiries. Uses electronic mail to send and receive communication, and prepares letters, memorandums, reports, spreadsheets, and minutes by applying the appropriate software. Serves as liaison with other organizational units, such as physical plant, facilities & grounds, building and technical services, to assist in expediting and coordinating services such as maintenance, repairs, supplies and mail. Disseminates information to other departments and visiting teams as directed (via e-mail, inter-campus mail, in-person delivery, phone, fax, regular and expedited mail or courier).

Essential Functions :

• Facilitates all arrangements for meetings and events, including parking, food orders, registrations, confirmations, set-ups and provides follow-up to ensure requests are executed correctly.
• Coordinates recreational and classroom equipment as needed.
• Assists with Athletics / PE special event coordination / game day operations, organization and execution as needed.
• Assist in the training of student employees and approved departmental interns, and coordinate student staffing needs for general daily activities as well as event management duties. Oversees the daily student worker schedule for the 4 athletic facilities (WEC, Naimoli, Warren St Gym and Yogi Berra Stadium).
• Assist in the planning, implementation, and coordination of all external rental opportunities at NJIT Athletic Facilities, including but not limited to : coordinating with campus departments as needed, as well staffing and management of the events.
• Assist in the development and oversight of the official athletic facility calendar. This includes scheduling NJIT Athletic events, campus events, and community events in NJIT Athletic facilities, including but not limited to visiting team practices, NJIT practices, competitions, and external facility rentals.
• WEC facility liaison for major campus events from Career Day, Convocation, Admissions Open House, and alumni functions.
• Assist in the event management of all NJIT hosted NCAA athletic events including pre-game set-ups / breakdowns & in game operations.
• Assist with the development of policies & procedures related to game operations and events.
• Schedule pre-season meetings with respective coaching and support staff to review gameday expectations and roles.
• Assist in the development and distribution of visiting team and official guides, and serve as the liaison with those teams and officials in advance of competitions at NJIT.
• Assist in event management at offsite campus contests hosted by NJIT (i.e. Branch Brook Park Cross Country & Tennis, and Yogi Berra Stadium at Montclair State University-Baseball).
• Represent NJIT Athletics at campus meetings, committees, and events.
• Assist with the department's security and access systems (card access) and assist in managing key inventory.
• Submit work orders for athletics facilities & equipment repair through School Dude software.
• Perform weekly tours of athletic facilities with housekeeping supervisors to assess cleanliness of the facility and to identify any specific needs.
• Accompany the WEC Manager of Facilities & Operations on daily walk-throughs of the WEC to assess the facility for any maintenance needs.
• Assist in project management / communication with external vendors.
• Manage all indoor & outdoor turf maintenance with Grounds & Facilities and the turf vendor.

Desktop Documentation and Written Communication Preparation and Publication : This function finds its incumbent providing a full array of services related to information processing and production including by way of illustration and not limitation. Receives and translates high volume, publishable, quality, finished, edited, proofed and formatted work product on the computing program(s) of NJIT's choice, including word processing, spreadsheet and mainframe database applications.

Additional Functions : NCAA Compliance : Knowledge of and adherence to all applicable NCAA rules, regulations, bylaws, constitutions and related university rules, regulations and policies.

Prerequisite Qualifications : High School Diploma with 2 years minimum experience in Athletic competition or Recreational, Physical Education, and Athletic Management experience. Previous experience in outdoor / indoor synthetic turf management preferred. Knowledge of the rules of the game for the various sports sponsored by NJIT. Computer proficiency with email, Windows, Microsoft Office, and databases. Valid driver's license required. At the university's discretion, the education and experience prerequisites may be accepted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

Preferred Qualifications : Bachelor's Degree preferred. Bargaining Unit : OPEIU Range / Band : 16 Salary Information : In compliance with the NJ Pay Transparency Law, the negotiated annual salary range for this position is $40,255-$54,840 (USD). NJIT considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education / training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer. This pay range represents base pay only and excludes any additional items such as incentives, bonuses or other items.