Associate Director, Penn Relays

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Associate Director, Penn Relays

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Employers By State in 2021.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title
Associate Director, Penn Relays

Job Profile Title
Associate Director D

Job Description Summary
The Associate Director of the Penn Relays is responsible for planning and managing the Penn Relays and all other track and field events hosted by the University of Pennsylvania as the Division of Recreation and Intercollegiate Athletics strives to promote the sport of track and field and increase participation opportunities year round for all ages.

This position leads planning and advising sub-committees, coordinates officials and volunteers, improves track meet efficiencies, maintains operations manual and coordinates meet support with Divisional staff. Coordinates events within the meet and makes scheduling recommendations. Responsible for the Penn Relays budget and budgets of any additional track and field meets while working to maximize revenue opportunities and allocated resources. Supports Director to recruit elite participation and promote events within the local and regional community. Manages relationships with external vendors and coordinates their logistical needs. Manages office and volunteer staff and historical record keeping process.

Receives direct administrative supervision and guidance from the Director of Penn Relays.

Job Description

Responsibilities:

  • Plan and manage all operational aspects of the Penn Relays, the oldest and largest track and field competition in the United States, and all other track and field events hosted by the University, including Intercollegiate meets, that will help promote the sport of Track & Field and increase participation opportunities year round for all ages. Lead Penn Relays Sub-Committees: Coaches, Chiefs, Steering Committee, and Hospitality/Wall of Fame, oversee coordination of officials, improve track meet functions, recruit officials/volunteers, coordinate awards, coordinate partners that will create an enact upon a renewed, innovative, and inclusive vision for the track meet, assist hospitality and wall of fame group with administrative and communication needs. Manage Penn Relays office staff as assigned, including temporary staff, work-study staff, and volunteer staff. Update and maintain Operations Manual documenting policies and procedures, formalizing the Penn Relays calendar process. Work with Divisional staff to assist with the planning and operational needs of the event(s), organize, and run regularly scheduled meetings. Coordinate CYO meet, distance night, and race walk. Make scheduling recommendations and adjustments as needed.
  • Manage Penn Relays budget, including the budgets of any additional events. Maximize allocated resources and make strategic decisions that will maximize revenue opportunities. Redefine ticketing and hospitality packages. Set multi-year entry fee plan. Work with JMI Sports to maximize broadcast and sponsorship revenue and create new avenues for branding elements. Develop funding strategies for collegiate guarantees and elite athlete prize money and travel stipends. Create business plan for revenue generating opportunities within upcoming indoor track facility. Perform economic impact study. Assist the Director with all fundraising initiatives.
  • Promote the history of the event within Franklin Field, the University, and the City of Philadelphia as the east coast destination for associated track meets. Work with external constituents to appeal to target participants. Support Director to recruit elite collegiate, national, and international participants, coordinate their logistics, and make operational changes that improve their experience. Secure and manage external vendors for track meet operational needs such as timing/results, technology, and publishing. Coordinate their needs across the Division, enforce University policies, recommend improvements or efficiencies, and ensure execution.
  • Support Director to strengthen ties to the City of Philadelphia and surrounding community. Increase partnership with PHL Sports/PHLCVB, develop fitness educational programming in West Philadelphia. Increase diversity and inclusion initiatives within the Penn Relays office and events. Establish and manage diversity internship program. Establish and manage Penn Relays Education Project seminar during the event to educate participants on NCAA clearinghouse, eligibility, and recruiting rules.
  • Manage historical record keeping process. Utilize technology to manage inventory of photos, videos, results, records, and publications. Continue to update photo exhibit hallway with additional photos and physical exhibits. Work with University Archives office as needed.
  • Other duties & responsibilities as assigned.


Qualifications:

A Bachelor's degree required and 5 to 7 years of experience or equivalent combination of education and experience is required. Previous experience as a track & field/cross country athlete or coach preferred. Excellent organizational skills; excellent oral and written communication skills; strong computer skills; knowledge of social media; ability to successfully lead and work with a team required. Experience in event management required, preferably a multi-day event or multiple events in track and field. Proven ability to lead revenue growth initiatives and manage budget operations. Marketing, promotion, and community relations experience preferred. Ability to work evenings & weekends required. Ability to travel as required. Must possess valid driver's license.

Application Requirement:

A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Division of Recreation & Intercollegiate Athletics

Pay Range
$59,703.00 - $113,435.00

Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

  • Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
  • Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
  • Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
  • Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.
  • Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
  • Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
  • Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
  • University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement—and you and your family can enjoy many of these activities for free.
  • Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
  • Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
  • Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
  • Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.




To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Weightman-Hall/Associate-Director--Penn-Relays_JR00041234

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