Event Services Manager - Arena - University of Tennessee System : Job Details

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University of Tennessee Position Description:

Event Services Manager - Arena

General Description:

Leads, establishes protocols, and oversees the execution of events within the facility, including major touring concerts, family shows, trade shows, basketball, volleyball, UTK events and private events. Regularly the primary on-site decision-maker for events and serves as Manager on Duty, the senior arena decision maker on site. Assures that each event is operated safely, effectively, and with expense efficiency. Client primary point of contact throughout. Disseminates event tasks to all departments, staff, and service providers to ensure an outstanding event experience for all clients, guests and team members.

Duties and Responsibilities:

* From the time that an event is confirmed, the ESM is the primary University representative contact for the promoters and touring staff that will utilize the arena. Also a primary point of contact for clients and tenants, collaborating with clients on planning and organizing all aspects of each event; guides clients in preparation of events by establishing policies and procedures that fit each specific event. The ESM drives the event preparation process for the entire event, each of which are unique and have varying degrees of complexity. Every other department looks to the ESM for direction on their duties for each event day.

* Keeps clients informed as to status of deadline schedules, including but not limited to floor plan submissions which are unique for each event, event set-up specifications, safety requirements and other relevant details. These efforts are of the utmost importance towards ensuring that events occur on-schedule, as designed, and, most importantly, safely.

* On event days, monitors the facility and staff reporting to the ESM, maintaining close contact with clients and facility staff to ensure events are operated on-schedule, as designed, and safely -- takes immediate and corrective action as necessary, often on the fly and in the ESMs sole discretion. Follows up on and addresses all client requests, concerns, and problems.

* Directs event staff operations and oversees all aspects of facility operations as they relate to the management of an assigned event. This includes determining the staffing levels required for each event for multiple contractors and in-house staff providers, submitting those staffing orders weeks in advance of each event. This work continues while actively managing events on event day and proactively planning for other events. Outstanding time management skills required.

* Following each event, reviews and approves payment to contractors and in-house staffing providers. Follows-up on concerns/issues from previous events and makes corrective decisions as necessary.

* Prepares cost estimates and delivers them directly to clients, ensures invoices are obtained in a timely manner during and following events, and monitors final billing for accuracy vs. estimates provided in advance of event.

* Provides clear, concise, and timely direction of requirements to operational departments and confirms facility set-up to ensure facility is safely and properly prepared prior to events. By nature this often occurs on event day and while clients are also in the facility, requiring a complex mixture of problem solving and customer service, always with a focus on safety.

* Plans and leads all necessary meetings and conferences in support of event operations. Creates overall event plans that contains all relevant information and requirements for each event by department. Details are key when planning for the massive events held at TB Arena. Ensuring that others follow those details is a major component of the role.

* Creates plans for building access control and building occupant experience. Present for extended hours, including nights, weekends and holidays, in addition to normal business hours. Generally sets working schedule as necessary to ensure all responsibilities are covered.

* Serves as Manager on Duty (primary on-site arena decision maker) as required. The MOD ensures that guest concerns are properly addresses, that clients receive outstanding support, and that staff and the facility are always prepared.

* Creates post-event summary recapping event data and any issues addressed during events-seeks input from all parties to update policies and procedures.

Researches, reviews and recommends equipment, materials and supplies required to improve operations. Operates within an established annual budget.

Required Qualifications:

Education:

Bachelor's Degree is required. Bachelor's Degree in Event/Facility Management, Sports Management, or Business is preferred.

Experience:

3 or more years related experience (can include Graduate Assistantship/Internship) in a multi-purpose, live entertainment venue.

5 or more years related experience in a live entertainment venue; directly responsible for directing events and leading large event teams.

Skills:

* Knowledgeable and proficient with Microsoft Office applications.

* Strong communication skills, both in person and remotely via electronic mediums.

* Experienced event planner and managers. Able to coordinate complex schedules and create schedules for others.

* Willing and able to work flexible and extended hours, including nights, weekends, and holidays, in addition to normal business hours--often on short notice or as they deem necessary to ensure personal or team tasks are completed on schedule.

Behaviors:

Demonstrated behavioral expectations include:

* Unquestioned integrity and trustworthiness

* Adherence to University, Southeastern Conference, and NCAA rules and regulations

* Commitment to the Athletics Department and University's mission

* Flexible to various scheduling to include nights, weekend work and some holidays

* Ability to work with diverse populations in a positive manner

* Commitment to the Athletics Department and University's mission