Assistant Athletic Director for Event Management and Facilities

Description

POSITION SUMMARY

The Assistant Athletic Director for Event Management and Facilities provides leadership, coordination, and oversight for all athletic events and athletic facility operations at Vanguard University. This position ensures that home competitions, practices, and special events are professionally managed, safe, compliant with NCAA Division II standards, and aligned with a high-quality student-athlete and fan experience.

Serving as the primary liaison between Athletics, Facilities Services, Campus Safety, game operations staff, officials, visiting teams, and external partners, this role is critical for the efficient and effective operation of all athletic venues. Reporting to the Director of Athletics, the Assistant Athletic Director directly assists in the day-to-day administration of a comprehensive athletics program with an emphasis on event management and facilities.

POSITION DUTIES

Strategic Planning & Leadership

Support the Director of Athletics in policy development and operational oversight for event management and facilities.
Provide leadership to staff in the execution of home competitions, championships, postseason events, and special athletic events.
Serve as the primary athletic administrator on duty at all home contests; coordinate event coverage when multiple events occur simultaneously.
Demonstrate knowledge of and compliance with all NCAA Division II and conference rules and regulations.
Promote an atmosphere of integrity, safety, and compliance throughout the department.

Event & Game Management

Oversee and manage the master game schedule, game contracts, scheduling, and officials’ assignments.
Coordinate full event operations: set-up, tear-down, crowd control, guest services, and emergency response procedures.
Serve as the primary contact for game officials: parking, locker room access, escorts, and hospitality.
Coordinate with visiting teams to schedule practices, send visitor guides, assist with logistics, and ensure a positive game-day experience.
Oversee ticket operations, including managing the Hometown Ticketing partnership.
Hire, train, schedule, and supervise event staff and student workers (tickets, crowd control, table operations, sweepers/shaggers, concessions, promotions, etc.).
Collaborate with the Assistant Athletic Director for Communications on all game-day media and operation’s needs.
Assist Student Engagement with concessions for indoor events as needed.

Facilities Operations & Oversight

Serve as Athletics’ primary liaison with Facilities Services for field/court preparation, facility maintenance, custodial needs, and operational scheduling.
Conduct facility inspections to ensure event readiness, safety, and compliance.
Coordinate athletic facility reservations in the 25Live system and maintain scheduling accuracy.
Reserve facilities for media days and support technology needs in partnership with IT.
Assist in representing Athletics in discussions related to facility improvements, maintenance, and long-term development.

University Conferencing & Facility Rentals

Act as Athletic Department liaison with Conferencing and Facility Services for camps, clinics, external rentals, and special events.
Coordinate and complete facility rental contracts, insurance verification, and scheduling in 25Live in collaboration with the Assistant AD for Internal Operations.
Assist coaches and conferencing staff with planning and executing facility rentals.
Support summer fair parking operations in collaboration with athletics leadership.

Compliance, Collaboration & Other Duties

Maintain a thorough knowledge of NCAA Division II, PacWest Conference/MPSF, and institutional policies.
Accept responsibility to know and understand NCAA DII, and Pacific West/Mountain Pacific Sports Federation Conference rules and regulations. Promotes an atmosphere of compliance in the department and assists or advises the coaches to prevent compliance violations. The same would apply for any athletic organization to which the University holds membership. This responsibility entails reading and studying materials available and attending professional conferences and meetings to remain advised on current regulations, trends and conduct of student-athletes.
Attend department meetings and represent the university positively with internal and external audiences.
Assist with special events and postseason hosting responsibilities.
Perform other duties as assigned by the Director of Athletics.

SKILLS & QUALIFICATIONS

Required

Bachelor’s degree
Minimum of three years’ experience in an athletics department or related environment
Proficiency in Microsoft Office applications
Exceptional communication, organizational, and office management skills
Excellent interpersonal skills with the ability to work effectively with diverse audiences
Ability to work independently, manage multiple tasks, and respond to changing priorities
Ability to handle complaints and resolve conflicts professionally
Commitment to confidentiality, integrity, and ethical conduct
Highly motivated, organized, team-oriented, and goal-driven with excellent customer service skills
Strong commitment to the mission and values of Vanguard University

Preferred

Master’s degree
Five or more years of experience in an athletics department or related environment, with demonstrated progressive responsibility
Understanding of FERPA regulations as they relate to student-athletes
Working knowledge of NCAA rules, bylaws, and philosophies

SALARY

This is an Exempt, Full-time position. This position is grant-funded and subject to renewal each fiscal year based on continued funding.

Expected Pay Range: $71,304 – $72,000

Placement within the salary range is commensurate upon education and experience. Posted salary range reflects anticipated hiring scale for the position. Vanguard University also offers a very competitive and generous benefits package.

EOE Statement

Vanguard University is committed to ensure that all candidates have an equitable opportunity to apply for and participate in the selection process. As a university, we hold firm to the application of the reasonable accommodation process in accordance with the Americans with Disabilities Act of 1990. If you require an accommodation because of a disability in order to participate in any phase of the application process, or if you would like to request this information in an alternative format, please call Ken Bott, Sr. Director of Human Resources, at 714-662-5287.

Vanguard University is an equal opportunity employer and prohibits discrimination or harassment of any kind against individuals of race, color, national origin, disability, pregnancy or any other characteristic outlined by federal, state, and local laws. Where permitted by law and in relation to the school’s heritage and mission, Vanguard does exercise religious preference throughout the University and therefore employs individuals who are compatible with the institution, mission and statement of faith. This applies to all employment practices within the university. Vanguard is committed to a hiring process that is based on candidate’s qualifications, merit, and operational needs of the university.

This position is currently accepting applications.