Event Operations Manager Job at Fitchburg State University
In order for your candidacy to be considered, you must apply at http://jobs.fitchburgstate.edu. You will not be considered for this position unless you apply at that link.
GENERAL STATEMENT OF DUTIES: A member of the Capital Planning and Maintenance management team, the Event Operations Manager collaborates with campus departments as it relates to event reservations and facility operations support. Oversees the scheduling and coordinating facility usage for non-academic activities, both on and off-campus groups; ensuring compliance with all applicable laws, regulations and policies. The manager will be responsible for planning and coordinating commencement, convocation and the holiday celebration, will work with the appropriate departments as it relates to these activities. Assists with operations coordination of special events (Orientation, Welcome Back, and other similar events) particularly facility and related support services. This is a hands-on position with responsibilities that include furniture set up, break down and related equipment set-ups.
SUPERVISION EXERCISED: Supervises subordinate professional, classified, paraprofessional and student staff
DUTIES & RESPONSIBILITIES:
- Manage the facility operations support for University and external group events. Supervises staff responsible for all non-academic space reservations and management of the campus-wide reservation calendar to facilitate appropriate usage and fairness to all user groups. Work to Resolve scheduling discrepancies and changes to best accommodate each group.
- Responsible for planning, coordinating and executing the university Commencements, Convocation and Holiday Celebration events; works with appropriate departments to facilitate these activities; securing and coordinating support staff and services; preparing site; managing event budgets, general event oversight; and evaluating event success.
- Oversees process and system for digital reservation database Event Management System (EMS). Assist with the overall management, planning and policy development of the university reservation system, including development of short- and long-term facility usage plans.
- Oversees and manages recruiting, training, scheduling and management of student event staff; coordinating the efforts to include preparing meeting rooms and supporting all spaces that are programmed including the setting up of tables, chairs and other equipment as needed
- Executes individually, collectively and/or schedules student or CPM staff to implement all approved EMS reservation set-up requests.
- Responsible for communications with campus departments, e.g. Capital Planning and Maintenance, Campus Police, Campus Center, Chartwells, Housing; Information Technology to provide coordinated support for events.
- Establishes and maintains successful and effective relationships with campus and community and serves as an event manager and works collaboratively on special events as required.
- Interprets and explains university policies and procedures to both internal and external constituents.
- Assists in the drafting, reviewing and evaluating event operation and space reservation policies, procedures and guidelines to ensure that campus wide priorities are reflected in the scheduling, planning and delivery of event services, in collaboration with appropriate division heads.
- Will assist and work with external vendors including researching and obtaining quotes for goods and services necessary to support events per university policies and guidelines.
- Develops and maintains event operations and space pricing parameters for external groups utilizing campus space: responsible for completing facility use agreements, and getting final approvals from appropriate university officials.
- Collaborates with the Hammond Campus Manager on training for student employees to establish clear expectations of the student event positions.
- Reviews bills and departmental charges pertaining to events and processes according to university policy.
Qualifications
- Experience in events planning with a minimum of two years’ progressively more responsible work experience in fast paced environment; a two- or four-year college degree with appropriate work experience preferred.
- Excellent interpersonal communication skills; ability to effectively interact and collaborate with team members, university departments and personnel, and members of the community.
- Prior supervisory experience is highly desirable, candidates with experience will be given preference.
- Knowledge of Event Management Systems (EMS) preferred.
- Position does require incumbent to work evenings, weekends, and mornings as needed to execute events.
- The position will require labor related duties such as the ability to lift items 40 pounds or less, equipment necessary to execute event and other items as needed to execute event.
- Experience working at a higher education facility with an event department preferred.
- Demonstrated ability to coordinate multiple projects, prioritize work to maximize productivity and respond effectively to change.
- Able to working within a team environment and working with varying departments to motivate staff executing events to establish a successful program.
- Ability to be flexible, dependable, versatile and work well under pressure and tight deadlines
- Must possess a valid driver's license.
- Must be able to satisfactorily pass a check conducted by the Criminal History Systems Board (CORI check); a background check satisfactory to the university and must be fully vaccinated and boosted for COVID-19 or have a documented and approved exemption.
- Ability to perform above duties with or without reasonable accommodation.
Official Title
: Staff Associate
Primary Location
: United States-Massachusetts-Fitchburg-160 Pearl Street
Job
: Education
Agency
: Fitchburg State University
Schedule
: Full-time
Shift
: Day
Job Posting
: May 10, 2023, 2:05:39 PM
Number of Openings
: 1
Yearly
If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator
: Jessica Murdoch - 9786653338
Hybrid Work Eligible
: No
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