Assistant Director of Special Events & Hospitality

Job Description

This position will be responsible for supporting the Director of Special Events in all operational aspects of the on-campus office and event operations. The position will fulfill assigned sport-specific roles and responsibilities for premium seating areas across multiple sports seasons. Key responsibilities will include recruiting, hiring, training, and supervising interns and game-day/event staff. The position will also administer payroll processes for game-day staff, including background checks, E-Verify, direct deposit, timekeeping, and documentation of hours worked, as needed. The position will assist with the design and production of effective communication materials, including service guides, menu portfolios, newsletters, and other correspondence. The position will also support communication with the Director of Special Events regarding the presentation of proposed operating budgets; pre-season reports outlining maintenance and facility concerns; post-game reports detailing operational and maintenance issues, and post-season surveys. Responsibilities will include assisting with the implementation of procedures for booking, renting, and operating off-season and external events in designated athletic facilities, when applicable. Tennessee Athletics Event Management leadership will be expected to establish and maintain positive relationships with diverse constituencies, including donors and seat holders, game-day staff, vendors, and university administration.

Responsibilities

Tennessee Athletics assigned facility premium space / event oversight and support

• Support the Director of Special Events in all operational aspects of premium event spaces.

• Fulfill assigned sport and event-specific roles and duties for premium seating areas at events during multiple sports seasons.

• Assist the Athletics department and Director of Special Events at championship/post season, and all other auxiliary and internal / external events, as requested.

• Perform and evaluate best practices related to spending/cost savings of the marketing budget.

• Additional responsibilities as assigned; to include other marketing, sales and fan experience responsibilities.

Tennessee Football Premium (Gameday) Operations Management

• Comply with approved budgets for Event Management as approved by Associate AD / Event Management and Director of Special Events.

• Fulfill assigned premium area roles and duties in premium / seating areas at Neyland Stadium Events including but not limited: to Gates, Club Areas, Suites, and / or as applicable as assigned by the Director of Special Events.

Oversight and supervision of all Tennessee Athletics Special Events Staff. (Interns and all relevant special event and premium event support staff, accordingly)

• Recruit, hire, train and supervise all staff, including but not limited to:  up to six interns and up to 60 part-time, event day staff.

• Position will be expected to administer payroll processes for game day staff, including any necessary background checks, e-verification, direct deposit functions, hours documentation, etc.

External Event Recruiting Efforts and Client Customer Service

• Actively support the Director of Special Events as it relates to evaluating special event opportunities and relationships in Athletics facilities, while working to retain and build upon those efforts. Provide unparalleled customer service, accordingly.

• Support in design and production of effective communication media, including services guides, menu portfolios, newsletters and other correspondence will be necessary. 

• The expectation of Tennessee Athletics Event Management leadership will be to establish and maintain positive relations with diverse groups, including donors and seat holders, game day staff, vendors, and university administration

Budget and Post event / Annual Reports; Policies and procedures; Office / Equipment

• Communicate successfully with Director of Special Events regarding: presentation of proposed operating budget; provision of pre-season report detailing maintenance and facility problems; provision of post-game reports detailing operational and maintenance issues, and post-season surveys.

• Support and formulate implementation procedures and manuals for booking, rental and operation of off-season/outside events in designated athletic facilities, when applicable.

• Office / event supply inventory management

Qualifications

Required Qualifications

• Education: Bachelor’s degree in Sports Management, Athletic Administration, Business Administration, or related field.

• Experience: Relevant customer service/hospitality experience.

• Knowledge, Skills, Abilities: The Assistant Director of Special Events & Hospitality should possess the following skills:

  • Ability to lead and communicate effectively with internal units, campus departments, and external representatives.

  • Knowledge of Special Event Industry Standards as well as NCAA and SEC guidelines as they pertain to collegiate athletic & special events.

  • Knowledge of basic University guidelines and policies in relation to monetary transactions.

  • Ability to manage a staff of up to 60 people in a professional and organized manner.

  • Ability to multi-task and complete various on-going projects within a typical work day.

  • Skills to use computer software in particular Microsoft Software Suite (Word, Excel, Publisher, Outlook), as well as Photoshop and Adobe Acrobat.

Preferred Qualifications

• Experience: Experience in event management operations and / or with an NCAA Division I or professional sport setting.

• Knowledge, Skills, Abilities:

  • Working knowledge of creative platforms preferred.

  • Ability to lead and train part-time and/or full time staff.

Work Location

• Knoxville, TN

• Onsite

Compensation and Benefits

• UT market range: 09

• Find more information on the UT Market Range structure here

• Find more information on UT Benefits here

Application Instructions

To express interest, please submit an application with the noted below attachments.

·         Resume

·         Cover Letter

·         List of 3 Professional References

About Tennessee Athletics

Tennessee Athletics Mission, Vision & Core Values

Mission: To lead the way forward in all aspects of college sports

Vision: Deliver an unparalleled student-athlete experience fueled by the relentless pursuit of comprehensive excellence; be bold and innovative in our approach to recruiting and developing well-rounded graduates, championship-driven competitors and world-changing leaders.

Core Values: Vols lead through…
  » Academic Success
  » Inclusive Preeminence
  » Honesty and Integrity
  » Competitive Excellence
  » Holistic Health and Well-Being
  » The Power of Vol Nation 

About

The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees—the Volunteers—who uphold the university’s tradition of lighting the way for others through leadership and service. 

UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee’s flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy’s largest multidisciplinary laboratory, Oak Ridge National Laboratory. 

The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service.  

UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices that attract and retain a diverse community and that support a culture where everyone matters and belongs.  

The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as “Best Employer for New Graduates,” “One of America’s Best Large Employers,” and “Best Workplace for Women,” and has been designated as “Best Place for Working Parents” by Forbes Magazine.  

Apply today and join the Tennessee Volunteer community!