PROPOSED TITLE: Special Events Coordinator
SUPERVISOR: Assistant AD - Internal Operations FLSA: Exempt EEO: 03
APPROVED GRADE: BB1 Date Approved: 10/20/03 Revised 2/13/06
Schedules, plans, and coordinates Department of Athletics special events. Arranges various aspects of
events such as reservations, site locations, catering, staffing, and post-event wrap-ups. Has oversight of
Education, Experience and Training
Bachelor’s degree with minimum of two years related experience that includes events planning, or an
equivalent combination of education and experience.
Knowledge, Skills, Ability
General knowledge of ACC/NCAA rules and regulations.
Skill in budget preparation and fiscal management.
Strong interpersonal and communication (oral and written) skills and the ability to work effectively with
a wide range of constituencies in a diverse community.
Strong work ethic.
Skill to plan, organize and coordinate several events simultaneously.
Proficiency in Word, Excel, Power Point, the Internet and other relevant software.
Ability to work under pressure and meet deadlines.
Ability to create, compose, and edit written materials.
Ability to lead and train volunteers and/or student workers.
Ability to work evening and weekend hours, and occasional overnight travel.
Valid driver license with good driving record; must be insurable.
Light work: exerting up to 20 pounds of force occasionally, balancing, stooping, kneeling, crouching,
reaching, standing, walking, pushing, lifting, fingering, grasping, feeling. Close visual acuity. Subject to
both inside and outside environmental conditions. Not substantially exposed to adverse environmental
Plans and coordinates Department of Athletics special events to include, but not limited to, Academic
Excellence Banquet, Hall of Fame Induction Banquet, National Deacon Club Day, monthly staff
breakfast meetings, staff Christmas party, all end-of-year sports banquets, Old Gold & Black
Reception, Athletic Director council meetings, Graduation Luncheon, NCAA Certification Breakfast,
annual staff appreciation day, and building dedications. Responsibilities include, but not limited to,
site selection/reservation, caterer/menu selection, theme and decorations, entertainment, compiling
material for event program creation and printing, obtaining speakers/master of ceremonies,
maintaining mailing lists for invitations, RSVP lists, coordinating audio/visual needs, adhering to
established budgets, ensuring adequate staffing and coordinating/scheduling set-up and teardown.
Represents Department of Athletics in a liaison capacity on matters relating to events and at
Negotiates contracts with various vendors to ensure costs and terms of contracts are within
Develops event budgets, tracks and approves expenditures, ensures all banquet guidelines are
adhered to, and assists supervisor with annual budget planning for the area. Assists supervisor with
assessment of events, and with developing plans, goals, and strategies to enhance operations.
Ensures settlement of events by approving invoices, writing appropriate thank you letters, ensures
rental and borrowed items are returned and event site has been appropriately cleaned.
Attends events to facilitate operations and responds to problems, ensures all aspects of events are
implemented and controlled according to plans.
Coordinates development, proofing, and ordering of team and athletic department awards. This
includes but is not limited to team MVP awards, the Marge Crisp/Arnold Palmer awards, the Chip
Reeves award, Hall of Fame inductees, etc.
Coordinates catering and setup needs with media relations for weekly football press conferences and
media meals for men’s and women’s basketball games. This includes menu selection, guest
guarantees, and catering oversight.
Coordinates catering and setup needs with marketing for football and men’s basketball coaches’
Coordinates catering and setup needs with Deacon Club for Hoops Room and Moricle Society Room
for men’s and women’s basketball games.
Coordinates Deacon Club and football recruits pre-game football meal at Bridger Field House to
include catering and room set-up. Requires knowledge of NCAA regulations regarding hosting of
Assists Marketing with site reservation and catering needs for Wake Forest Days held in various cities
in North Carolina.
Assists with coordination and oversight of all Press Tower catering aspects for football game days, to
include but not limited to, club level, suite level, press level, TV requests, etc. This includes, but is not
limited to, setup, decorations, catering, and cleanup.
Assists Development with Alumni Reunion Weekends and other sport specific weekends.
Coordinates catering, decorations, and programs for Pro Am Golf Reception. Provides general
assistance to Administrative Assistant for Men’s Golf during annual Pro Am Tournament. Assists
Marketing with set up and teardown of rental items.
Coordinates with Director of Operations hosting of ACC or NCAA Tournaments, and NC High School
Football Championship with regards to any social or special activities associated with the event. This
includes but is not limited to catering needs for media and teams and securing donations for
Coordinates coaches’ schedules with all events that require attendance.
Performs other related duties as assigned.
Supervises, trains, provides work direction and problem solving assistance for student workers,
volunteers, and staff assigned to event.
Works under minimal supervision. Reports to the Assistant AD, Internal Operations.
Tracks and monitors budgets.
Required to meet established deadlines.
Adheres to ACC and NCAA rules and regulations.
Gathers, analyses, and edits information for various projects.
Solves problems associated with scheduling, planning and coordinating Department of Athletics special