Assistant Director, Event Operations

ATH PROFL 2 (004153)

UCPath Position ID: 40085397

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1113948

Approved Date:

9/8/2025 11:26:04 AM

Date Last Edited:

9/8/2025 11:26:00 AM

Last Action Effective Date:

10/11/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6000O

Organization:

INTERCOLLEGIATE ATHLETICS

Division Code:

5501D

Division:

INTERCOLLEGIATE ATHLETICS

Department:

374500 - INTERCOLLEGIATE ATHLETICS

Position Details

UCPath Position Number:

40085397

Position Description ID

166062

UC Payroll Title:

ATH PROFL 2 (004153)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 17

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40230318

Reports to Payroll Title:

ATH SUPV 2

UCPath Department Head Position Number:

40713754

Department Head Payroll Title:

ATH MGR 4 PAC12

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Under the supervision of the Assistant Athletic Director, Event Operations, the Assistant Director, Event Operations coordinates the planning and execution of high-quality athletic events for the Department of Intercollegiate Athletics 25 nationally recognized intercollegiate varsity sport programs.

This position will serve as the main point of contact for game operations and event management of all assigned athletics competitions. In fulfilling these duties, 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 part-time staff; maintenance of existing best practices and development and implementation of new best practices as necessary; maintenance and implementation of measures put in place to maintain a safe and secure environment for all constituents.

Given the stature and nature of the sports involved, and in interest of protecting and enhancing the University and Department of Intercollegiate Athletics brand, this position will be held to the highest degree of excellence in terms of game/event operations, management, and presentation.

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

Event Operations

 • The Department of Intercollegiate Athletics 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.

    ◦ Serve as primary operations contact for assigned sports.

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

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

70%

Event Operations

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

    ◦ Prepare all necessary work orders, purchase orders and planning documents related to events.   

    ◦ In coordination with the marketing department, advise service providers (both internal and external to the department of intercollegiate athletics) in terms of attendance estimates and run-of-show materials.

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

0%

Event Operations

    ◦ In coordination with appropriate emergency response entities and campus or venue officials, develop and implement game/event safety and security protocols; ensure that venues are prepared with all necessary emergency response equipment.

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

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

    ◦ Establish communication with visiting teams, officials, and other game/event personnel by way of development and dissemination of visiting information guides; as appropriate, ensure reasonable requests are accommodated.

0%

Event Operations

    ◦ Review event history, sport customs, conference and NCAA guidelines, marketing and sponsorship plans, venue and safety guidelines and budgets with supervisor, sport administrators, and sport program staff to agree on event objectives.

    ◦ Collaborate with corporate sponsorship rights holder regarding execution of any sponsor activation initiatives. Organize and provide support for these initiatives with respect to all logistical or operational items.

    ◦ Coordinate all video and audio production elements of event with departmental video board coordinator in addition to contracted production companies.

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

0%

Event Operations

    ◦ Coordinate and supervise event staging needs with campus, department, and corporate sponsors.

    ◦ Prepare event summary document outlining all elements of event and distribute to all appropriate personnel and operating areas.

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

    ◦ Generate reports on staff and other operating expenditures for budget projections.

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

0%

Event Operations

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

    ◦ Review any production guidelines with network personnel and other operational personnel related to event production.

0%

Guest Services Manager

 • Serve as the primary manager for the part-time event staff which includes hiring, training, and evaluating staff; ensuring both UCLA and athletic department standards are continuously met.

 • Develops programs, policies and procedures to provide a high level of customer service to patrons (and all stakeholders).

 • Handle any specific customer service issues and provide appropriate solution(s) or alternative(s); follow up directly as needed.

 • Collaborates with the event operations team to develop staffing plans for various athletic competitions.

 • Develops guest experience monitoring initiatives to assess customer service efforts.

 • Collaborate with marketing and communications departments to ensure event protocols are widely communicated over numerous platforms.

25%

Guest Services Manager

 • Coordinate venue amenities to promote the customer experience such as phone charging locations, hydration stations, etc…

 • Develops, implements, and manages ADA programs as necessary.

0%

Rules Compliance

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

 • The DIA is governed by the NCAA, Big Ten Conference and University of California.  The incumbent is required to comply with the applicable rules, regulations and policies of those organizations.

    ◦ Review and retain all rules compliance disseminated by the DIA Compliance office.

    ◦ Report all NCAA/Big Ten Conference violations.

    ◦ Sign the annual NCAA Certification of Compliance form.

    ◦ Complete the Athletically Related Income form annually.

5%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor’s Degree or equivalent work experience and training.

Required

Master’s Degree.

Preferred

Minimum two (2) years of working in an event management role.

Preferred

Driver License

•

Must possess, upon hire, and maintain a valid CA noncommercial Class C License in accordance with the California (CA) Department of Motor Vehicles.

Required

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

Required

Detailed knowledge of rules, customs and traditions for intercollegiate athletic competitions

Required

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

Required

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

Required

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

Required

Ability to train and evaluate staff to perform according to set policy and procedure; skill in preparing and motivating personnel to efficiently accomplish a desired performance

Required

Ability to recognize and correct deficient event operations in a rapid and organized manner

Required

Ability to meet short-term and long term deadlines on many concurrent assignments while achieving the desired result in all cases

Required

Working knowledge of various event related audio/video components.

Required

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

Required

Working knowledge of various computer software (office systems, data base and reports, graphics)

Required

Ability to learn and adhere to all University of California, University of California, Los Angeles, and Department of Intercollegiate Athletics policies and procedures.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

Ability to work weekends, holidays and odd hours as needed.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Pauley Pavilion, Los Angeles, CA 90095

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

X

Squatting/Kneeling

X

X

Climbing

X

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

X

Lifting/Carrying/Push/Pull over 50 lbs

X

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

X

Marked changes in humidity or temperature

X

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.