Manager of University Events and Community Projects

About the Role

The Manager of University Events and Community Projects oversees internal and external groups using campus facilities, markets facilities, identifies service needs, and supports daily event operations.

Responsibilities

• Act as a liaison between customers and University departments for facility bookings and arrangements.
• Communicate with all levels of University staff and external groups, interpreting and explaining facility policies.
• Address special service requests or policy deviations and represent University Events at customer meetings, both on and off campus.
• Distribute event-specific paperwork, including facility reservation forms, application letters, approval forms, and monthly calendars.
• Communicate administrative, financial, and technical information to relevant parties.
• Assist the director in coordinating facility and personnel needs for events.
• Monitor the receipt of applications, contracts, deposits, and insurance forms.
• Coordinate vendor services, request quotes from other departments, and estimate event costs.
• Prepare and issue event billing, monitor accounts receivable and payable, and conduct monthly audits to ensure alignment with budget reports.
• Reconcile charges and receipts with departments that provided services and assist with maintaining facility, billing, and accounting records.
• Schedule and oversee student office employees and summer conference program assistants.
• Troubleshoot and resolve issues during events.
• Provide on-site management for conferences and special events to ensure quality service and smooth operations.
• Assist in organizing and facilitating commencement ceremonies and summer events.
• Perform other related duties as assigned.

Requirements

• Bachelor’s degree.
• 1 year of experience in conference and/or special events management.
• Valid Texas Driver’s License.
• Must be insurable under the university motor vehicle requirements.

Skills & Abilities

• Knowledge of presentations and interpersonal relationship techniques.
• Knowledge of customer relationship management.
• Knowledge of basic accounting practices.
• Skill in some or all components of Microsoft Office.
• Skill in the navigation of Microsoft Windows.
• Ability to implement various scheduling programs.
• Ability to interact with constituencies and peers.
• Ability to review and make recommendations to improve and streamline processes while ensuring compliance with policies.
• Ability to train and lead staff.

Physical Requirements

• Visual acuity to read information from computer screens, forms, and other printed materials.
• Able to speak clearly in conversation and general communication.
• Hearing ability for verbal communication via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing, reaching, flexibility, and body movement for bending, crouching, walking, kneeling, and prolonged sitting.
• Lifting and moving objects and equipment up to 10 lbs.

Work Environment

• Work is indoors and sedentary, subject to schedule changes and/or variable work hours.
• This is an on-campus, in-person position.
• No harmful environmental conditions present.
• Moderate noise level in the work environment.