Course Director - Houston Marathon Committee

Houston Marathon Committee, Inc.
June 16, 2017

The Course Director position is a “Senior Manager” level position within the HMC staff structure


The Houston Marathon Committee, Inc. (HMC) hosts the city’s largest single?day sporting event—an annual multi?race running event (marathon, half and 5K). The HMC is a 501(c)4 nonprofit organization with a volunteer board of directors, 12? 14 full?time staff members, and a group of more than 150 committee members who make race day possible.


The Course Director position is a “Senior Manager” level position within the HMC staff structure.


Salary: Commensurate with experience and includes comprehensive benefits plan


Commitment: Full?time


Working Hours: 40 hours per week plus evening and weekend events throughout the year


Course Operations

  • Serve as the on-staff Course Director, working closely with the volunteer Course Committee to manage all course planning, logistics and execution
  • Supervise and lead the volunteer Course Committee, including Sector Captains, Refueling Station Captains, Medical Captains, etc.
  • Assist relevant committee members with detailed planning for their area. Ensure that Committee members are communicating with each other as appropriate.
  • Work with Sector Captains to integrate and align all sector personnel, including communications with Houston Police Department (HPD), City of Houston Public Works (PWE), Medical, Refueling Stations, etc.
  • Schedule and lead all course meetings, including in-person meetings and conference calls
  • Work closely with HPD to determine road closures and officer requirements
  • Determine and manage course barricade and coning needs
  • Work with PWE and outside vendors to ensure proper coning and barricading of the course
  • Schedule meetings and site visits with HPD, volunteers, committee members, vendors and City partners as needed to ensure proper execution on race week
  • Work with sponsor activation manager to ensure all required sponsor activations are integrated into course planning and execution
  • Develop a robust plan for community outreach to residents, businesses, and churches along the course, including Electronic Message Boards, door?to?door flyers, yard signage and inclusion in relevant community newsletters
  • Consult with Medical Director to determine medical locations and SAG processes
  • Meet regularly with Refueling Station captains to determine logistics, supplies and volunteer needs
  • Determine all Port-a-Can (PAC) placements throughout the course. Work with vendor to create set?up and strike schedules as needed
  • Work with course teardown captain and third-party vendors to schedule clothing pick-up and course clean-up
  • Design, plan, and execute various runner-related course elements, including course turnarounds, course splits, etc.
  • Determine fencing and signage needs and work with vendors for placement and strike
  • Work with photography partners to determine best on-course locations
  • Schedule post-event meetings, including committee after action, warehouse clean-up, vendor after action, etc.
  • Work with Hoopla manager for course entertainment planning and locations
  • Schedule course measuring and certification with third party vendor
  • Obtain all necessary permits, including city, county and state permits
  • Create course maps, including both internal and external maps
  • Oversee course vehicle needs and ordering



  • Includes all above-mentioned Course Director responsibilities
  • Oversee the planning and execution process for the 5K event including oversight for integration with non-course committees
  • Create all planning documents, including production schedules, CADs, punch lists, and maps
  • Consult with committee and staff to ensure course integration with start and finish line execution
  • Work with internal staff to determine logistics needs for registration, awards ceremony, gear check, post-race F&B, medal distribution, and other pre and post-race service areas
  • Work with HMC staff and We are Houston RunFest manager to ensure necessary 5K elements are ordered and accounted for in Discovery Green Park
  • Consult with Medical Director to determine 5K medical needs



  • Oversee all warehouse operations throughout the year
  • Schedule routine services on an ongoing basis—pest control, repairs, etc.
  • Work closely with staff and committee to manage deliveries and storage space



  • Assist with Family Fun Run events held in April
  • Assist with other tasks or duties as requested
  • Assist with answering phones or other administrative tasks during peak customer service periods


Annual Planning & Year?Round Responsibilities

  • Develop annual budget needs, maintain budget compliance throughout the year
  • Conduct effective and efficient pre?race planning for all areas of oversight, and collaborate with relevant staff and committee members throughout the process
  • Collect post-race feedback from relevant staff, volunteers, vendors and contracts—compile reports related to all areas of oversight
  • Develop new methods or ideas related to best-in-class race operations, with the customer and volunteer experience as the highest priority
  • Set goals and create timelines for all areas of oversight annually, report on progress and issues throughout the year
  • Be aware of issues that pertain to the community, such as street closings, race timeline for neighborhoods, parking, etc.


Daily Office Responsibilities

  • Support colleagues in a respectful and thoughtful manner, assist whenever the need arises
  • Assist staff, committee members, and sponsors with issues pertinent to this job description, as appropriate
  • Work with committee members as needed and within reasonable parameters to aid them in carrying out their duties, including logistics and direction
  • Be accountable for time and location during working hours
  • Answer phone calls, emails, etc. in a timely and professional manner
  • Maintain a clean and efficient working environment, including common areas



  • Minimum 3 to 5 years’ experience in a leadership role
  • Running experience is a plus, but not required
  • Excellent written and verbal communications
  • Familiar with Microsoft Office, including Outlook, Word, Excel and PowerPoint
  • Ability to learn new event management software platforms
  • Leadership through knowledge, commitment and communication
  • Committed to excellence and customer service
  • Problem-solver, cool under pressure
  • Develop relationships with both internal and external stakeholders
  • Able to build consensus and negotiate agreement with stakeholders
  • Passionate about learning and innovating
  • Detail-oriented and organized
  • Self-motivated and goal-oriented
  • Ability to work nights and weekends as needed, particularly during peak season of October through February. You will meet with volunteers both before and after the race, and these meetings are typically held in the evenings. We also have some evening organizational events, such as the Hall of Fame or Sponsor Appreciation dinners. We occasionally host weekend events, such as committee?wide meetings or work days at our warehouse. 


To apply for this position, send resume and cover letter to: Carly Caulfield, Senior Director, Operations


Phone interviews will begin on June 21st.

Discuss: Course Director - Houston Marathon Committee

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