Events Operations Coordinator

University of New Hampshire Athletics is seeking an Event Operations Coordinator to join the internal operations team. This role involves scheduling, preparation, and execution of University and non-athletic outside user events, ensuring compliance with client needs, safety standards, and revenue opportunities.

Responsibilities

• Oversee daily operational activities for facility and event spaces, including front and back-of-house services, event production, custodial services, security, safety, emergency preparedness, and equipment inventory control.
• Maintain relationships with tenants, UNH Facilities and Grounds & Events, and third-party contractors.
• Facilitate event setups, changeovers, and associated tasks.
• Create detailed documentation for facility setup and requirements.
• Monitor event equipment inventory, including storage, repairs, disposal, and replacements.
• Conduct physical inspections to ensure accurate event setup, patron safety, and compliance with fire codes and safety laws.
• Serve as Manager on Duty (MOD) for UNH Athletic Events (e.g., Football, Hockey) and third-party event rentals (e.g., NHIAA, Special Olympics).
• Assist with WCA Maintenance and Ice Coordinator tasks as needed.
• Act as the facility scheduler for all ice rentals and special events, and primary contact for internal and external rental clients for UNH Athletic Department’s ‘Premium Spaces’ (e.g., Whittemore Center Skybox, Wildcat Stadium Victory Club, Field House).
• Serve as the primary event planning contact for assigned rental clients, liaising between clients, athletics external relations, key constituents, and other university departments.
• Conduct client walkthroughs to determine event scope and needs.
• Use CAD to build event maps compliant with client needs, building specifications, and municipal regulations.
• Produce and distribute event orders, information sheets, layouts, and timelines to necessary constituents and university departments.
• Maintain frequent communication with clients to ensure timelines are met and changes are managed efficiently.
• Assist in monitoring client financial documents, including pre-event budgets, event orders, and post-event settlements.
• Coordinate settlement procedures, including compiling production and contracted expenses, creating invoices, tracking payments, and ensuring collection.
• Compile after-action input from key stakeholders and generate event recaps identifying successes and areas for improvement.
• Adhere to all risk management policies and protocols as outlined by the athletics department and the university.
• Serve as a liaison with Campus Recreation programming for the Whittemore Center Arena, intramurals, club teams, and youth instructional events.
• Act as liaison with internal stakeholders, including police and fire departments, caterers, ticket staff, parking attendants, and facility management.
• Manage and oversee third-party contractors hired to support events.
• Assist in procuring new special events, satisfying contractual obligations, and marketing events.
• Manage resources including funding, personnel, facilities, and time.
• Attend weekly athletics operations meetings and assist with administrative functions within the internal operations office.
• Administer annual and mid-year employee reviews (if applicable) and manage direct reports.
• Adhere to all department-wide management controls and participate in professional development opportunities and mandatory training programs.
• Serve on university and advisory committees as assigned.
• Ensure all operations follow UNH, NCAA, and conference regulations.
• Provide leadership and schedule part-time hourly personnel for events.
• Recruit, hire, train, supervise, and evaluate a pool of approximately 100 staff.
• Track all mandatory and supplemental certifications and training of staff.

Qualifications

• Strong team leadership and ability to multi-task while maintaining a positive attitude.
• Demonstrated experience with event planning and coordination, vendor/client relationships, service contractors, and guests.
• Experience in public assembly facility operations and event conversion.
• Knowledge of standard practices relative to occupancy loads, fire codes, ADA standards, and OSHA regulations.
• Demonstrated knowledge of NCAA rules and regulations.
• Operations experience with certifications for forklifts, personnel lifts, snow removal equipment, floor scrubbers and extractors, vacuums, and staging systems.
• Ability to learn and administer software programs such as MS Office, CAD, and EMS scheduling database.
• Experience in scheduling and operation of multi-use facilities, specifically intercollegiate and/or professional athletic venues.

Physical Requirements

• Perform duties in a fast-paced, ever-changing environment that may require medium lifting.
• Exposure to weather elements during outdoor events.
• Must be able to work nights, weekends, and holidays.

Pay

$41,890.00 - $74,390.00. Actual offer will be based on skills, qualifications, experience, and internal equity, in addition to relevant business considerations.

Benefits

More information on benefits can be found at USNH Employee Benefits.