Event Services Specialist

NATATORIUM (IA-NATA-IUINA)

For over 40 years, the Indiana University Natatorium, Indianapolis and the Michael A. Carroll Track and Soccer Stadium have been home to hundreds of prestigious local, state, regional, national, and international competitions and championships. Our campus has earned a reputation of excellence in hosting sporting events by elevating the experience for all participants, athletes, coaches, fans, and volunteers while making an impact in our community. The recently opened IU Indy Tennis Complex expands the opportunity for the creation of new programs and competitions.

The position of Event Manager at the Indiana University Indianapolis Sport Complex is a newly created full-time staff position. This key staff member will provide leadership for the planning and execution for all events owned and operated by the Indiana University Indianapolis Sport Complex at both the Indiana University Natatorium and the Michael A. Carroll Track and Soccer Stadium. In addition, the Event Manager will be the primary staff liaison to renters and potential renters wishing to host events at one of the IU Indianapolis Sport Complex facilities.

Department-Specific Responsibilities

• Researches and bids on events for the IU Indianapolis Sport Complex to host at the Indiana University Natatorium, Michael A. Carroll Track and Soccer Stadium, and the IU Indy Tennis Complex. This includes the development of new events owned and operated by the IU Indy Sport Complex.
• Oversees all IU Indy hosted events at the Indiana University Natatorium, Michael A. Carroll Track and Soccer Stadium, and the IU Indy Tennis Complex including marketing and promotions, budgeting, planning, execution, and post-event reporting.
• Recruits, mentors, and leads a Local Organizing Committee (LOC) for each IU Indy hosted event including the development of an LOC planning calendar to insure timely completion of each committee's responsibilities.
• Recruits, schedules, and trains volunteers to staff IU Indy owned and operated events.
• Sources vendors necessary for the successful execution of each IU Indy event.
• Seeks out and apply for grants that provide assistance to event hosts.
• Collaborates with other Sport Complex and IU Indy campus staff members on marketing and promotions, media, ticketing, graphic design, and other logistics related to event hosting.
• Partners with other members of the IU Indy Sport Complex staff on the recruitment and management of IU Indy Sport Complex interns.
• Develops and helps maintain the IU Indy Sport Complex event webpage.
• Purchases, organizes, inventories, and maintains IU Indy event-related equipment and signage.
• Serves as the venue operations point of contact for renters and potential renters.
• Oversees the collection of economic impact data for all events at the IU Indy Sport Complex facilities.
• Helps foster and maintain relationships with community, state, and national partners while serving as an ambassador for the IU Indy Sport Complex.
• Assists with other events and projects as requested.

General Responsibilities

• Plans a variety of recurring and ad hoc events for the university and oversees budgets, vendor contracts, transportation, catering, signage, equipment, technology, and other event components. Coordinates event activities prior to and on the day of events.
• Consults with internal and external constituencies to plan event timelines and specifications and negotiate the terms of agreements and contracts.
• Works closely with vendors and staff to ensure goods and services arrive timely and in acceptable condition for events.
• Interfaces with media and/or marketing and communications representatives regarding calendar of events and event publicity.
• Tracks and analyzes event metrics, such as attendance, participant feedback, and expenses; monitors effectiveness and return of investment; tracks suggested event improvements for future implementation in recurring events.
• Ensures events adhere to university guidelines and policies and event contracts, agreements, and specifications.
• May make procedural and policy recommendations to improve operational efficiency.
• May provide guidance to lower-level Event Services Specialists; may delegate administrative tasks to Event Services Coordinators.

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• Bachelor's degree in business, finance, public administration, or related field

Preferred

• Experience in event planning - preferably in the area of aquatics

Required

WORK EXPERIENCE

• 2 years in events, hospitality, or related field

Skills

Required

• Proficient communication skills
• Maintains a high degree of professionalism
• Demonstrates time management and priority setting skills
• Demonstrates a high commitment to quality
• Possesses flexibility to work in a fast paced, dynamic environment
• Seeks to acquire knowledge in area of specialty
• Highly thorough and dependable
• Demonstrates a high level of accuracy, even under pressure

Preferred

• Proficient in Microsoft applications
• Energized by working in a team-focused setting
• Comfortable presenting to both small and large groups
• Leadership experience managing and motivating teams of people
• The ability to effectively solve problems in high-pressure environments

This role regularly requires the ability to effectively communicate. This role frequently requires the ability to handle equipment. This role frequently requires the ability to remain stationary and ascend/descend ladders/stairs. This role requires the ability to move objects weighing up to 25 pounds. The role requires the ability to detect items in close proximity as well as far away; discern between colors; detect objects in peripheral space of self; discern items in detail; and to have good depth perception. The person in this role must be able to perform the essential functions with or without an accommodation.

$55,000 per year, depending on experience

Available to work nights, weekends, and holidays if necessary.

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Career Level: Career

FLSA: Exempt

Job Function: Operations

Job Family: Events

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This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at [email protected] or by visiting IUPD.

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Telephone: 812-856-1234