Event Staffing Administrator

Posted: 08/14/2022

Event Staffing Administrator

Trail Drive Management Corp. – Dickies Arena of Fort Worth, TX

Dickies Arena is a 14,000 seat, spectacular multipurpose venue located adjacent to the Will Rogers Memorial Center campus in Fort Worth, Texas. The arena is owned by the City of Fort Worth and managed by the not-for-profit operating entity, Trail Drive Management Corp (TDMC). The state-of-the-art arena, opened in November 2019, hosts concerts, sporting events and family entertainment, and is the home to Fort Worth Stock Show rodeo performances.

Reports to: Safety & Security Manager

Job Description

The Event Staffing Administrator is responsible for communication and scheduling for Part Time Event Staff. This Administrator will report directly to the Safety & Security Manager and will manage communication and scheduling for the Part Time Event Security and Guest Services staff. Responsibilities include calling, emailing and texting Part Time Event Staff to properly schedule staff for the successful execution of events at Dickies Arena. In-person and predictable attendance.


  • Bachelor’s degree from an accredited four-year university in Public Safety, Security hospitality management, public relations, business administration or related field preferred.
  • Minimum of two (2) years of experience in a large facility guest experience/operations department, preferably in major league sports or entertainment preferred.
  • Working knowledge of NOVAtime or other time and attendance system is strongly recommended.
  • Ability to respond and provide information to staff and public inquiries in a courteous manner.
  • Ability to work evenings, nights, weekends and Holidays.
  • Ability to prioritize tasks in a fast-paced environment and to handle multiple tasks at a time.
  • Good communication (written and verbal), problem solving and organizational skills.
  • Excellent customer service skills.
  • All applicants must successfully pass a criminal background screening.
  • Keyboarding skills and computer proficiency with software knowledge of MS Office products, including Word, Excel, Outlook, and PowerPoint.
  • Sensitivity and responsiveness to cultural, ethnic, age, and other groups, enabling one to better anticipate needs and desires of a wide range of employees and guests.
  • Working knowledge of American Sign Language and/or bi-lingual is a plus.

In accordance with federal law, applicant must present appropriate documentation establishing his/her identity and authorization to work in the US during the hiring process.

All other duties will be assigned according to their urgency, including but not limited to the following:

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

  • Send staffing notifications to Part Time Event Staff via email and or text message.
  • Utilize the NovaTime software system for implementing Part Time staff schedules.
  • Utilize the NovaTime software system to run reports to assist in scheduling.
  • Update shared staffing documents in company Sharepoint site for Department use in review of staffing levels for specific events.
  • Utilize company phones, email and text message to communicate with Part Time Staff for scheduling purposes.
  • Monitor and respond appropriately to Department shared email address.
  • Assist in reviewing payroll reports for the Finance Department to ensure personnel are paid accurately.
  • Assist in uniform distribution/collection plan and inventory.
  • Implement and enforce Trail Drive Management Corp. policies and procedures.
  • Assist other departments including but not limited to 24-7 Security, Parking, Food & Beverage, Engineering, Operations, Finance/HR, and Sales & Marketing from time to time when necessary for the benefit of specific event or overall operations.
  • Develop and send Monthly Notification to Part Time Event staff to include but not limited to upcoming event information.
  • Perform other duties as assigned.

Intellectual/Social, Physical Demands & Work Environment:

The intellectual/social, physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Intellectual/Social demands: While performing duties of this job, the employee is required to multi-task under time limits and with moderate to high pressure situations.  Position requires constant attention to details and accuracy of specified standards including: following simple to complex (more than 3 steps) instructions and concentration which frequently extends beyond 30 minutes at a time; This position also requires frequent use of interpersonal skills with internal and external clients.  Employee will frequently communicate via phone, email, radio and in-person with others and exchange accurate information.  This position requires the employee to frequently work both independently or as part of a team.  Position also requires being able to recognize and resolve conflicts, by being able to openly communicate with other employees and clients.
  • Physical Demands: While performing the essential functions of this job, the employee will frequently operate a computer and other office devices such as calculators, telephones, copy machines, fax, and printers.  Employee will constantly move about inside and outside various areas of the facility before, during, and after events to interact with staff and clients as well as supervise the work of employees during events.  Employee must constantly communicate via telephone, email, and in-person with others and exchange accurate information.  Employee must occasionally be required, due to business demands and event operations, to lift and/or move up to 35 pounds. 
  • Work Environment: While performing the duties of this job, the employee occasionally will work outside in outside weather conditions based on where events are taking place; however, the duties of this position are performed primarily indoors.  The noise level in the work environment is usually moderate, with the exception of event days, where the sound levels may be higher than moderate.  The employee occasionally works near moving equipment such as forklifts, small motorized vehicles and large trucks. 
  • Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice. 


We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.


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