Assistant Athletics Director, Operations & Events

Department of Athletics, Physical Education, and Recreation, Stanford, California, United States

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Marketing

Post Date 4 hours ago

Requisition # 105205

Welcome to Stanford’s Department of Athletics, Physical Education and Recreation (“DAPER”), the premier intercollegiate athletics program in the country. With an unparalleled record of 136 NCAA team championships, we are the proud Home of Champions. Our success isn’t just measured in trophies; it’s reflected in the passion of our nearly 900 student-athletes competing across 36 intercollegiate varsity teams. It resonates in our unwavering support for the university’s physical education, recreation, and wellness initiatives. At Stanford, we don’t just embrace excellence; we define it. We don’t just nurture champions; we create them. Our actions are guided by the core tenets of DAPER culture, “The DAPER Way,” which are: Embrace Scholar Athleticism, Pursue and Revere Excellence, Lead with Courage, and Work Cohesively.

JOB OVERVIEW

Under the supervision of the Associate Athletic Director: Operations and Events, the Assistant Athletic Director, Operations and Events will coordinate the planning and execution of high-quality athletic events for all 36 sports. Additionally, this position will help plan and execute commencement and other university and non-university outside events.

This position will serve as the main point of contact for game operations and event management of all assigned sport competitions. In addition, this position will assist with our camp administration and will oversee a team of five (5) full-time employees. This position is responsible for effectively collaborating amongst multiple units, both internal and external to the Department of Intercollegiate Athletics.

Major functions of this role include game/event planning, development, execution, and review; communication with a wide range of constituents; elite customer service delivery amongst a wide range of constituents; management and leadership of both full-time and part-time staff; maintenance of existing best practices and development and implementation of new best practices as necessary.

Spectator and participant safety, as well as compliance with NCAA, ACC, MPSF, and University rules and regulations, are fundamental elements of each event.

DUTIES AND TASKS

A. Game/Event Operations (60%)

DAPER holds in high regard the ability to effectively and efficiently develop and produce high-profile athletic events while providing elite levels of safety and security, customer/guest service, and game/event presentation in pursuit of a positive game/event day experience for all constituents involved.

a. Serve as primary operations contact for assigned sports which include, but are not limited to men’s basketball and two to three other sports that will be determined at a later date.

b. Develop and implement operational materials and plans to be used in the execution of all home games and events.

c. Proactively communicate with key stakeholders such as the director of operations, officials, vendors, donors, and concessions to ensure all event needs are met.

d. Oversee and assist in managing home event primary schedule. Resolve conflicts as needed and communicate changes to internal stakeholders.

e. Oversee weekly event manager meetings to ensure all event logistics are discussed. Work through conflicts as they arise and direct and encourage cross-communication and collaboration between internal departments.

f. Coordinate, prepare for, and conduct various pre-event planning and post-event recap meetings; attend meetings organized by others as necessary.

g. Organize and provide support for all facets of event operations amongst all departmental and external units to provide continuity to all aspects of the event experience.

h. Coordinate with the conference office on scheduling game officials in each sport to ensure they are present and accommodated within reason.

i. In coordination with appropriate emergency response entities and campus or venue officials, develop and implement game/event safety and security protocols

j. Ensure a safe environment for all constituents by reviewing venue setup plan with facility managers and public safety personnel.

k. Inspect spectator traffic routes, seating, and competition areas to see that they are clear of obstructions and meet guidelines concerning life safety and evacuation.

l. Establish communication with visiting teams, officials, and other game/event personnel through developing and disseminating visiting information guides; as appropriate, ensure reasonable requests are accommodated.

m. Initiate meetings with the supervisor to devise operating plans to accomplish desired objectives with respect to departmental philosophy, industry standards, and potential campus impact.

n. Verify by personal inspection and staff reports that all service units are functioning during the event, and collaboratively adjust plans for service units according to situations encountered during the event.

o. Collaborate with staff to ensure proper event staffing levels are met for each venue and event. This includes internal, campus, and external staffing requests as needed.

p. Coordinate all elements of television production for events; communicate with television network regarding production operation plan.

q. Facilitate access to all necessary campus and venue locations for television production crew; facilitate all parking and equipment access for television network.

r. Serve as primary on-site contact for Stanford University’s main commencement ceremony in Stanford Stadium. Manage all logistics for the event, including vendor coordination and management. Work closely with the Deptartment of Public Safety, Parking and Transportation, special guests, Office of Special Events and Protocol to ensure all needs for the main ceremony are met Department

B. Management, Leadership, and Administrative Duties (25%)

DAPER holds in high regard the ability to provide management and leadership of transformative employees through various administrative duties.

a. Provide leadership, management, and development for a staff of five full-time, providing guidance and feedback on an ongoing basis.

b. Hold mid-year and yearly performance reviews for all staff.

c. Participate in Senior Team meetings, including Fac/Ops and Operations Senior Team meetings.

d. Ensure all part-time and game/event day staff are properly hired and trained in the interest of providing an elite level of customer service, safety, and security to all constituents.

e. Establish and cultivate relationships with necessary internal and external constituents in an effort to position the department for a high level of game/event day success.

f. Develop and write policies and procedures pertaining to events and operations. Share policies broadly with the department.

g. Develop and maintain operational budgets for all home game/event management operations and act with high regard to fiscal responsibility.

h. Represent DAPER (as assigned) at various campus, community, and national meetings, conferences, and events.

C. Camp Duties (10%)

a. Assist and support all internal and external youth programs hosted by DAPER.

b. Collaborate and work closely with Compliance, Human Resources, Accounting and Finance, Grounds, and Facilities to ensure all camp needs are met.

c. Join forces with University HR, Employee and Labor Relations, and the Office of General Counsel on requirements pertaining to youth visiting campus.

d. Team up with Stanford University’s Protection of Minors Management System (ePOM). Assist staff in ensuring all internal and external youth programs are registered and that university and department requirements are completed. Participate in monthly Protection of Minors Task Force meetings. Work with key university stakeholders on policies and issues pertaining to hosting minors on campus.

e. Work closely with the Summer Program Committee to ensure all new and existing programs are approved by the President’s and Provost’s office.

f. Assist with all head coach, assistant coach, and support staff payroll. Submit payroll reports to University HR. Track to ensure timely processing of payments.

g. Create policies and procedures pertaining to camps and youth programs on campus. Distribute and communicate policies as needed. Revise documents on an annual basis.

D. Rules Compliance (5%)

DAPER is governed by the NCAA, ACC, and MPSF and is required to comply with applicable rules, regulations, and policies of those organizations.

a. In conducting all duties listed within this job description, remain current with and abide by the rules and regulations of the NCAA, ACC, MPSF, and DAPER.

b. Report all NCAA/ACC violations per DIA policy.

c. Consult with Compliance Administrative Staff regarding any rules and regulations in question.

d. Attend training classes as necessary.

e. Sign the annual NCAA Certification of Compliance form as required by NCAA.

f. Complete the annual Athletically Related Income form as required per department policy.

g. Comply with all Federal, State, University, and Department requirements established pursuant to Title IX, including the mandatory reporting requirements for a "Responsible Employee."

QUALIFICATIONS

a. Bachelor’s Degree required; Master’s Degree or equivalent working experience preferred.

b. 3-5 years of working in a collegiate athletics game/event management role, preferably at the NCAA Division-I level.

c. Working knowledge of NCAA and ability to learn and adhere to ACC Conference game management policies and procedures for all sports; detailed knowledge of rules, customs, and traditions for intercollegiate athletic competitions.

d. Ability to manage full-time staff members with varying degrees of personalities and work experience; ability to independently resolve conflicts and build/maintain a collaborative team environment.

e. Self-starter with the ability to work independently.

f. Organized individual with executive skill set and demonstrated leadership skills.

g. Posses a strategic thinking mindset with the ability to adjust as needed, at times quickly and under time duress.

h. Ability to develop work products in a consistent manner and with high regard to details, and ability to embrace and thrive in a constantly changing environment full of interruptions.

i. Working knowledge of safety codes, emergency procedures, and risk management as applied to athletic competitions and public assemblies.

j. Detailed knowledge of arenas, stadiums, and other venues, as well as a thorough knowledge of various building systems related to athletic competitions, as well as a thorough knowledge of all staffing positions required to operate a game/event.

k. Ability to develop work products in a consistent manner and with high regard to details, and ability to embrace and thrive in a constantly changing environment full of interruptions.

l. Working knowledge of various event-related audio/video components and ability to lead staff with direct oversight of such systems.

m. Ability to communicate at a high level in various forms including, but not limited to, written and verbal.

DAPER’s Integrity

This position, along with all DAPER coaches and staff, is responsible for the integrity of Stanford’s intercollegiate athletics program and for the reputation of Stanford University. This position is responsible for ensuring that his/her/their involvement with Athletics Department activities maintains the integrity of the University’s reputation and does not negatively impact the relationship between the University and its faculty, staff, students and alumni. Additionally, this position must comply with University policies and procedures, NCAA and Pac-12 rules and regulations.

Why Stanford is for you

Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

• Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.

• A caring culture. We provide superb retirement plans, generous time-off, and family care resources.

• A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.

• Discovery and fun. Stroll through historic sculptures, trails, and museums.

• Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

The expected pay range for this position is $99,000 to $105,000 per annum.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting acontact form.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

Additional Information

• Schedule: Full-time

• Job Code: 4884

• Employee Status: Regular

• Grade: I

• Requisition ID: 105205

• Work Arrangement : On Site