Event Manager

Posting Details

Position Information

Position Title

Event Manager

Position Type

Administrator

Job Number

SA2542122

Full or Part Time

Full Time

Employee Status

Regular

Posting Date

04/29/2022

Position Summary Information

Job Description Summary

The Event Manager will work closely with Campus partners to manage event logistics for on campus events, including all aspects of events from conception to completion involving many evening and weekend shifts. The Event Manager will also manage campus space usage and 25Live daily operations.

Responsibilities

Event Management
Manage event logistics including event scheduling, requesting set-up/media equipment, event calendar listings and all other event logistics.

• Interface with campus staff (facilities, public safety, media services etc.) to make all pertinent arrangement for events.
• Manage on-site event logistics including arranging catering, signage, displays, special needs requirements, staging, set-up, ticketing, and other required event details.
• Act as a personal point-of-contact to address concerns about event arrangements and seek appropriate solutions. Maintain client contact and communication throughout the event process.
• Be present at events, including many nights and weekends overseeing successful implementation of event plans, providing supervision to event staff when necessary, and troubleshooting any issues that arise. Create post-event reports and follow up on any issues following each event.
• Create and maintain guides and checklists to assist in the event planning process in collaboration with the Director of Event Scheduling Services.
• Host training sessions and/or open hours for event planners. · Maintain event files and organize event data
• Responsible for development and maintenance of website as it pertains to event planning.
• Develop and execute a marketing plan in collaboration with SMC or other partners
• Manage and evaluate events to ensure university and department goals are met
• Oversee student workers, as necessary

25Live Management
Work in partnership with the Director of Event Scheduling Services to manage 25Live.

• Review and approve event requests in 25Live
• Daily operations
• Database management
• Monthly campus walkthrough of 25Live locations
• Create event and location reports
• Training sessions and/or open hours for 25Live users
• System security maintenance
• Perform other duties as assigned.

Required Qualifications

• Bachelor’s degree or equivalent education or experience related to the duties and responsibilities specified
• Minimum 4 years event planning experience, with increasing responsibilities (including leadership role in coordinating)
• Strong attention to detail and accuracy, in both print and digital media
• Strong commitment to teamwork and service
• Position requires schedule flexibility, which may include evenings, weekends and holidays
• Proven experience managing multiple priorities and changing timelines
• Excellent interpersonal skills with diverse groups and individuals at all organizational levels, both inside and outside of the University
• Proven skills to organize, coordinate and execute logistics for scheduling, meetings and special events, including facilities, media services and catering
• Basic accounting skills to complete basic financial forms and reconcile expense reports
• Strong written communication skills to prepare clear, concise, and grammatically correct business correspondence, including solid editing and proofreading skills
• Strong problem solving and analytical skills, including the ability to formulate and communicate logical conclusions and recommendations
• Time management and organizational skills. This includes the ability to work on several tasks concurrently, the ability to prioritize responsibilities, the ability to respond to shifting responsibilities, and the ability to complete assigned duties in a timely manner.
• Computer skills to use word processing, spreadsheet, presentation, internet and electronic mail preferably of Microsoft Office applications
• Technical skills to learn to use enterprise software systems needed for the position
• Ability to use tact, diplomacy and maintain a high level of confidentiality
• Ability to read and interpret policies
• Ability to use standard office equipment

Desired Qualifications

• Working knowledge of event-related University policies and procedures
• Knowledge of Chapman campus venues, services, and departments

Special Instructions to Applicants

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening, and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Minimum Number of References

Maximum Number of References

Pre-screening Questions

Required fields are indicated with an asterisk (*).

1. Please explain your interest in this position.
   
   (Open Ended Question)
   
   
2. Please explain your relevant experience.
   
   (Open Ended Question)
   
   
3. Please explain your administrative skills including any specific software/technical proficiencies that make you well qualified for this position.
   
   (Open Ended Question)
   
   

Applicant Documents
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Letter of Recommendation 1