Special Events Coordinator, Lee & Penny Anderson Arena

The University of St. Thomas invites qualified candidates to apply for a Special Events Coordinator for the brand new Lee & Penny Anderson Arena and department of Intercollegiate Athletics.

The University of St. Thomas embraces belonging and equal opportunity for all. Our convictions of dignity, diversity and personal attention call us to embody and champion an inclusive environment.  The University is an Equal Employment Opportunity Employer (EEO).  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, status as a protected veteran, or other protected characteristic.  This commitment to inclusion and equal opportunity is consistent with our mission: Inspired by Catholic intellectual tradition, the University of St. Thomas educates students to be morally responsible leaders who think critically, act wisely, and work skillfully to advance the common good.  A successful candidate will possess a commitment to the ideals of this mission.

JOIN OUR COMMUNITY

The University of St. Thomas offers a competitive and comprehensive benefits program, which includes:

• Tuition Remission for employees, spouses, and dependents
• Generous Retirement Contributions to support your future
• Comprehensive Health Coverage including medical, dental, and vision
• Fully Paid Insurance: disability, life, and AD&D
• Paid Parental Leave to support growing families

Salary Range: $37,600 to $50,000

The University of St. Thomas has provided a salary range that represents its good faith estimate of what the University may pay for the position at the time of posting. The specific salary offered will be determined based on factors such as the qualifications of the selected candidate, departmental budget, internal salary equity considerations, and available market information.

JOB SUMMARY

Reporting to the Sales and Marketing Manager, the Special Events Coordinator is responsible for assisting with sales and the strategic oversight and execution of contracted/assigned events and facility operations for Lee and Penny Anderson Arena and the Tommie Ice Plex on the University of St. Thomas’ St. Paul campus.  Including but not limited to internal and external facility rentals, St Thomas athletic events, athletic conference events (Summit-NCHC-WCHA), and other events as assigned.

The Special Events Coordinator assists the Sales and Marketing Manager and other arena management staff in promoting, selling, scheduling and executing of assigned events and plays a leading role in event execution for assigned events, facility scheduling, operational planning, and customer engagement.  This position also supports facility maintenance initiatives and collaborates on rental agreements and summer camp programming to optimize facility usage and enhance revenue generation.

In support of broader athletic department operations, the Special Events Coordinator will assist arena management staff with facility maintenance, standard operating procedures (SOPs), emergency action plans (EAPs), and project coordination.  This includes regular collaboration with Physical Plant Services, Public Safety, Parking and other campus support units to ensure the safe and effective execution of events.

The position also supports event management aspects for assigned events.  Responsibilities include, but are not limited to, creating event planning and promotional documents & brochures, facility set-up diagrams, coordination with clients on event needs and scheduling, coordinating with officials and other key stakeholders, developing and monitoring event logistics, supervising event set-up and breakdown, and assisting with overall facility programming.

ESSENTIAL FUNCTIONS

• Serve as the primary event manager for assigned special events and intercollegiate events, overseeing all aspects of event planning, logistics, coordination, execution, emergency response planning, staff coordination, credentialing, compliance with NCAA-Conference-Campus-Athletic Department policies, and financial settlements.
• Oversee event logistics for assigned events including budgeting, planning, parking coordination, event set-up and teardown, weather monitoring, financial settlements, and post-event debriefs.  Collaborate with campus partners and external vendors to ensure professional execution of all event requirements.
• Lead operational planning and scheduling for events, practices, coordination, facility use, and rentals.  Coordinate with internal and external stakeholders—including key event contacts, coaches, support staff, campus partners, and external vendors to ensure successful event execution.  Collaborate with athletics department and arena personnel on rental initiatives, including external camps, corporate clients, and campus partners to optimize facility use and drive revenue generation.  Foster a positive, service-oriented culture while promoting community engagement through external programming.
• Hire, train, schedule, and supervise part-time and student employees.  Utilize WhenToWork software to manage student event staffing, ensuring appropriate coverage and effective operational support for all events.
• Assist in the scheduling of Anderson Arena using scheduling software utilized by the athletic department including Calendar Creator, Finnly, and 25Live software.  In addition, submit and manage Requests for Services (RFS) in collaboration with campus support units.  Contribute to the documentation/execution of facility master scheduling plan.
• Provide a leadership role and serve as Manager on Duty at assigned events.  Assist with the development of Emergency Action Plans (EAPs) and Standard Operating Procedures.  Assist with the development of short/long term objectives to enhance facility operations.
• Build and maintain relationships with key clients and stakeholders.  Stay current with industry trends and incorporate into marketing efforts.  Develop content for marketing materials (brochures, website content, etc.).  Manage inventory, procurement, and logistics to optimize resource use.
• Ensure adherence to legal, regulatory, and NCAA requirements.  Develop and enforce health, safety, and security protocols.  Manage risks and implement risk mitigation strategies.  Ensure compliance with university regulations, policies, and NCAA compliance.

Minimum Qualifications

• Bachelor’s degree in athletic administration, sports management, recreation management, business administration, or a related field preferred
• Minimum one year of relevant experience in sales/marketing/promotions, event management, special event operations, or intercollegiate athletics
• Experience with planning, directing, and successfully executing special events
• The incumbent must function proficiently in an on-site collaborative environment and have a passion for customer service
• Ability to work a varied event-driven schedule including extended and/or irregular hours, early mornings, nights, weekends, and holidays as needed

An equivalent combination of education and experience from which comparable knowledge and skills have been acquired may be substituted.

Physical Requirements

The ability to work in and move around office and athletic facility setting. The ability to use a computer and other office equipment. The ability to lift equipment up to 50 lbs.  The ability to read printed materials and a computer screen. The ability to communicate in person, by email, via video, and over the telephone.  The University provides reasonable accommodation to qualified individuals with disabilities who require and request accommodation to perform the essential functions of their jobs. 

HOW TO APPLY

All interested candidates must apply online at https://www.stthomas.edu/jobs/. Follow the instructions to complete an online application which includes creating or updating an applicant profile, uploading a resume, and completing a job specific application.

In light of its commitment to create and maintain a safe learning and working environment, employment with the University of St. Thomas requires consent and successful completion of a background screening.

Official job posting is available at www.stthomas.edu/jobs.