University Events Manager

About the role

The University Events Manager is responsible for planning, implementing, executing, and evaluating a comprehensive program of all university events while developing and maintaining a positive working relationship with faculty and staff. The manager is responsible for independently formulating and executing a detailed action plan for each event to ensure that it achieves the defined goals and objectives as well as advises, informs and makes recommendations on special event strategies.

Responsibilities

• Leads organization, management, and execution of all University Events
• Leads University Calendar Management
• Launch and lead the University’s first Events Management Committee to successfully collaborate with departments and programs to create structure around university event planning.
• Reviews and approves events that are requested within the University calendar reservation system.
• General oversight of the University calendar to diminish conflicts and ensure the feasibility and desirability of scheduling.
• Follows up with event requestors if further clarification on details of events is required. Works with the requestor on alternate scheduling if conflicts arise.
• Provides a formal approval of requested event to the requestor.
• Posts the event to the official University calendar present on the portal.
• Coordinates with the requested support services to confirm their knowledge and support of the event.
• Directly coordinate and cultivate strong and positive relationships with all University departments including but not limited to: Advancement, Ketchum Health, Campus Safety and Security, Campus Operations, Housekeeping, Parking, Multi-media, College volunteers, Marketing and Communications, and vendors (caterers, equipment installers, staging, florists, etc.) to organize, plan, coordinate and execute all university events.
• Assists the members of the University community in providing fiscal oversight in the development, planning and management of even budgets though cost-effective analysis, management, and review of fund sources for all special events and activities.
• Recruits and hires the necessary vendors for events; manages vendor relationships.
• Works closely with other department staff to ensure that these relationships are complying with applicable policies and procedures.
• Maintains frequent interaction with the President's Office to ensure all events are in line with the university mission.
• Keeps the Office of Marketing and Communications up to date of current events so that the appropriate publicity can be supplied.
• Maintain budget expenditures and records for each function/event.
• Recommends new procedures and policies for improvement of events and support activities.
• Attends bi-weekly MBKU Social Committee meetings and takes an active role in planning and implementation of HR supported events.
• Highest developed judgment, decision-making and problem recognition / avoidance / resolution skills, including skill in determining those issues / problems that need to be brought to management's attention.
• Demonstrates good judgment in making decisions and managing events. Ability to give clear directives and use independent, rational judgment to make optimal decisions.
• Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions.
• Able to complete large volume of diverse tasks efficiently, meeting established deadlines.
• Knowledge of principles and practices of volunteer recruitment, supervision, motivation, and evaluation.

Qualifications

• The ability to establish and maintain cooperative working relationships with diverse multicultural environments while managing multiple priorities and projects.
• The ability to think strategically with excellent people skills, organizational and management skills.
• The ability to handle multiple tasks efficiently and effectively to meet deadlines.
• Proficient computer skills (MS Office, Word, Excel, PowerPoint, and Outlook) required.
• Flexibility to work some weekends and evenings per year.
• Bachelor’s degree Minimum of three to five years of related event coordination
• Minimum of three to five years of management experience at a higher education institution.