Events & Operations Manager

About the role

Under the direction of the Senior Director of Event Operations, the Events & Operations Manager is responsible for supporting the planning, implementation, and oversight of selected events, gatherings, meetings, and filming requests as part of the Event Operations team. The Manager also plays a leading role in supporting the day-to-day operations of the department, works on special projects, and provides on-site coverage of events as necessary. All work may be done in collaboration with others, or independently as assigned.

Responsibilities

• Represent the College and the Event Operations department when liaising with individuals and organizations interested in hosting events at Barnard as directed by supervisory staff.
• Review goals and big-picture context of events; clarify support offered and what event organizers must coordinate outside of Event Operations; communicate event-related policies and procedures; advise on planning timelines and logistical considerations; review event needs for space coordination, set-up, and campus resources; suggest vendors and resources for needs that cannot be met by College resources.
• Prepare and communicate information for logistical support of events, particularly from Facilities, CARES, A/V Services, Chartwells (or approved caterer), and other vendors. Enter necessary information into EMS. Create diagrams and memos as needed. Place work orders for event-related components including furniture installation, electrical needs, and step and repeats.
• Maintain documentation for planning and implementation of events to allow for replication. Provide or coordinate on-site support during event set-up and the event itself, including nights and weekends if necessary. Develop workflows to facilitate coordination with campus fulfillment partners and/or general event support.
• Participate in planning and producing large events (e.g. Convocation, Commencement, Family Weekend, Athena Film Festival, NSOP, Reunion) as directed.
• In collaboration with the Senior Director, manage department meetings and fulfillment meetings: calendaring, developing agendas, disseminating materials, taking notes, and facilitating follow-up.
• Oversee and supervise the Graduate Assistant and other Event Operations team members on the engagement of student workers to optimize their assistance in support of events and department operations.
• Perform key tasks in the EMS scheduling platform, including running reports, creating accounts, making updates, and other work required to optimize its functionality and user experience.
• Liaise with the Registrar's office on class placement and updates to classroom usage.
• Play a leading role in invoice-processing and budget/expense tracking for the department. Inform the Director of budget transfers or funding needs well in advance so goods and services can be procured timely.
• Support the development and management of the department's annual work calendar, ensuring work specific to a particular time of year is completed appropriately.
• Coordinate walkthroughs of event space and classroom space to identify correct capacities and determine necessary maintenance, and place work orders accordingly.
• Assist Event Operations staff with the development and implementation of appropriate processes and guidelines for events.
• Answer correspondence sent to spaceres@barnard.edu and other emails administered by the department as needed.
• Support the management of annual and/or long-term contracts.
• Manage the department's inventories of props, banners, furniture, and other items utilized during events; procure additional items as needed.
• Support strategic planning and analysis, including conducting research and preparing documents, presentations, and communications.
• Coordinate with the Event Operations team on operational issues to find successful resolutions.
• Manage both internal and outward-facing special projects in support of department and institutional operations and priorities.
• Perform other related duties as assigned.

Qualifications

• Bachelor's degree required.
• Minimum of two years' experience planning both small and large events or administering/implementing comprehensive programming required.
• Ability to work independently, organize work, and follow through on details.
• Experience with spreadsheets, systems and database management, and generally accepted programs and office equipment required.
• Excellent customer service skills, as well as excellent writing and oral communication skills.
• Tact, discretion, and the ability to work confidentially.
• Capacity to remain poised under pressure, be flexible, and deliver excellent, solutions-oriented customer service.
• Must meet deadlines and follow through on details with accuracy and good judgment.
• Understanding of an academic environment and working within the confines of a busy campus.
• Ability to interact professionally in a service-oriented environment subject to frequently changing priorities that may require re-prioritization of daily operations.
• Ability and willingness to work evening and weekend hours as needed.

Pay

Salary Range: $70,000 - $75,000