Events Manager, University Student Centers

University of Delaware

Equal Employment Opportunity Statement

The University of Delaware is an Equal Opportunity Employer which encourages applications from Minority Group Members, Women, Individuals with Disabilities and Veterans. The University's Notice of Non-Discrimination can be found at http://www.udel.edu/aboutus/legalnotices.html


Job No: 499208
Work Type: Staff
Location: Newark
Categories: Student Affairs & Services, Full Time, Conference and Event Services


PAY GRADE: 29E

CONTEXT OF THE JOB:

The University Student Centers (USC) cultivate a vibrant, inclusive, community in which students learn and thrive at the University of Delaware. As part of the Division of Student Life, the Trabant University Center and the Perkins Student Center serve as the social and educational epicenters for the campus, providing vibrant and intentionally planned engagement opportunities that support USCs' learning outcomes, but also those of the Division of Student Life and the overall educational aims of UD, as articulated by the General Education purposes and objectives. The USC team affords every student a path to contribute to the campus community and heighten their sense of belonging through on-campus employment opportunities, nationally recognized leadership development programs, over 400 Registered Student Organizations (RSOs) and dynamic and engaging campus events and traditions. The unique cross-functional nature of the department, which includes facilities, events, student organizations, and leadership programs, necessitates that each professional staff member pursues cross-unit collaborations and partnerships, as well as assumes some cross-functional duties and roles, such opening/closing the facility based on event coverage; rotating evening-duty, serving as an advisor to RSOs, and providing programmatic support for department and divisional events. Collectively and through collaboration, USC team members play a critical role in actualizing the Division of Student Life mission and vision.

Under the general direction of the Assistant Director, the Events Manager is responsible for helping to schedule, plan, organize, and implement more than 12,000 conferences, programs, and events in the Trabant University Center and Perkins Student Center, campus classrooms, and adjacent outdoor spaces. The Events Manager works with internal and external clients, registered student organizations, campus event planners, Conference Services, academic and administrative departments, and fraternity and sorority chapters to arrange for meeting rooms, room set-ups, food service, and audio-visual equipment. Responsibilities include developing budgets, preparing invoices, creating room setup diagrams, advising user groups on planning, marketing and coordination details, surveys and assessment, and creating event attendance and room usage reports.

The event scheduling process is often the first point of contact for students, university staff, and external clients and the Event Manager must provide excellent customer service, allowing clients to be creative in their event planning, and ensuring that all details requested are recorded and communicated so that room set-ups, audio-visual equipment, and catering meet the standards of excellence.

The Events Coordinator assists with the supervision of 62 student staff and ensures each is well prepared through training programs and coaching to provide excellent customer service to the campus community and that each student develops leadership skills and competencies for post-graduate success.

MAJOR RESPONSIBILITIES:

• Serve as an advisor to student organizations.
  
• Support colleagues in the development and implementation of large-scale programs and events.
  
• Assist with the opening / closing of the centers during campus emergencies.
  
• Develop positive working relationships and partnerships with other university departments in Student Life, Facilities, Real Estate, and Auxiliary Services (FREAS), Public Safety, Risk Management, Aramark Dining Services, Conference Services, the Lerner Business School (Vita Nova restaurant), Media Services, Registrar's Office, and Environmental Health and Safety in the delivery of excellent services and programs.
  
• Schedule and coordinate meeting/event space, details, and needs for internal and external clients, 400 student organizations, campus event planners, Conference Services, academic and administrative departments, and fraternity and sorority chapters for the two student centers, campus classrooms, and adjacent outdoor spaces. This includes space assignment to maximize usage in each student center, ADA, and accessibility considerations, inclement weather contingencies, timeline preparation, room diagrams and design, and audiovisual equipment
  
• Promote customer satisfaction by conducting on-site tours to showcase facilities, technology, and services; greet clients on site, assist with additional requests, and follow-up to ensure user expectations are met, address customer service issues, and promote repeat business.
  
• Serve as one of two sales representatives for room reservations and upselling of add-ons such as lighting, audio visual equipment, linens, etc. to generate approximately $600,000 in total annual sales revenue.
  
• Maintain up-to-date proficiency in event scheduling software (EBMS) to support and assist with events coordination including scheduling, setup, technical needs, and billing in the EBMS software system.
  
• Provide facility reports and vital information to campus stakeholders. This information includes but is not limited to special building hours needing HVAC and custodial changes, heavy workloads requiring additional staffing, electrical needs requiring additional circuit access, security concerns, and local/national media presence on campus.
  
• Serve as a liaison between contractors, organizers, and attendees with regards to all facets of the logistical operations support of multiple programs and events.
  
• Manage inventory and communicate with 3rd party vendors or University departments when additional resources are needed and ensure compliance of 3rd party vendors with University policies and procedures when hired by clients to service events or provide auxiliary services.
  
• Ensure compliance with University financial, facilities, and risk management policies and procedures.
  
• Assist with the implementation of assessment and data collection initiatives to assess customer satisfaction and utilization of services to incorporate into new procedures and training programs.
  
• Support the work and mission of the Division of Student Life thorough committees, task forces, and special assignments.
  
• Serve on-call for evening events as part of rotational team to support student staff and provide a new lens and perspective about students, events, and programs to inform training programs and services.
  
• Write reports, provide research, and fulfill other projects as assigned by the Executive Director.
  

QUALIFICATIONS:

• Bachelor's degree with three years' experience in conference, meeting, or special event planning or equivalent combination of education and experience.
  
• Experience advising and working with undergraduate students and student organizations.
  
• Foundational understanding of student development theory and the college union mission.
  
• Skill in the use of computers, preferably in a PC, Windows-based operating environment.
  
• Proficiency with event/registration software.
  
• Skill in budget preparation and fiscal management.
  
• Excellent customer service skills.
  
• Effective oral and written communication skills.
  
• Ability to analyze and resolve problems.
  
• Ability to schedule events and/or facilities usage.
  
• Ability to plan, organize, and direct multiple programs and activities within strict deadlines.
  
• Ability to assess contract compliance and product/service quality.
  
• Ability to make independent administrative/procedural decisions and judgment.
  
• Experience working with students from a variety of social and economic backgrounds.
  
• Ability to supervise and train student employees, to include organizing, prioritizing, and scheduling work assignments.
  
• Understanding of fire safety issues and crowd management.
  
• Evening and some weekend hours are required to meet the varied schedule of career events.
  
• Valid driver's license and access to private reliable means of transportation.
  
• Ability to work effectively with a wide range of constituencies in a diverse community and rapidly changing technical environment.
  
• Demonstrated understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.
  
• Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.
  

Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

Applications close:

PI189321044