Manager of Special Events & Summer Programs (SESP) Job at Elizabethtown College
The Special Events & Summer Programs Department at Elizabethtown College is currently accepting applications for a
Manager of Special Events & Summer Programs (SESP). The primary purpose of this position is to serve as the first point of contact for all event scheduling on campus. This position assists in the management, scheduling and planning of internal college events and serves as an operational and logistical event resource planner. Additionally, this position manages the College’s Scheduling and Space Management System software, 25Live, and serves as a liaison between schedulers, space managers, service providers, and ITS.
For full consideration, please include cover letter, resume and contact information for (3) references.
For full consideration, please include cover letter, resume and contact information for (3) references.
Job Duties
Operations:
Housing:
Supervision:
Supervisory Responsibilities:
This position directly supervises SESP Student Event Set-up staff and the Event Set-up staff and assists the Associate Director of SESP in supervising SESP student staff as needed. This position is required to carry out supervisory responsibilities in accordance with Elizabethtown College’s policies and applicable laws. Responsibilities include interviewing, hiring, training, directing, rewarding, and disciplining individuals; appraising individual performance; and resolving complaints.
- Receive event requests via 25Live and obtain event information including, but not limited to, event date(s), times, support services, spaces
- Assist in prioritizing, planning, scheduling, arranging, and executing details for events or meetings including logistical requirements scheduled by campus departments
- Train new faculty, staff, and approved student groups on the use and function on 25Live
- Host quarterly trainings for event planners on proper use of 25Live, appropriate event planning functions, resource requirements, etc.
- Maintain and update space assignment policies, building hours, date constraint data, and space relationships
- Works collaboratively with other Etown operational and logistical staff to provide logistical support for major College events such as Commencement, Homecoming & Family Weekend, New Student Orientation, Institutional Lectures,
- Works directly with Registration and Records to adjust and complete any academic class schedules
- Use 25Live to notify Facilities Management, Environmental Services, Campus Security, Dining Services, Media Services, and other service providers of services required by events
- Resolve scheduling conflicts and work with event planners to identify alternative locations and/or dates for requested events
- Utilize 25Live in conjunction with the Associate Director of SESP to work to ensure maximum utilization of physical space, equipment and services as it relates to external rentals, summer camps and conferences scheduling
- Regularly review, recommend, implement, and educate campus community members on scheduling policies, procedures, and related practices to ensure consistency among campus event planners
- Facilitate Event Planning Committee meetings as they relate to requested events regarding all areas of the College; academics, student events, logistical support, etc.
- Represent SESP on various committees and work groups planning special events on campus as needed
- Oversee the implementation of the Tiered Scheduling System as it relates to promotion of quality versus quantity of events and appropriate resource allocation
Housing:
- Assist the Associate Director of SESP with overview of summer camps and conferences by providing logistical support in regards to reviewing student employees event planning summaries, housing lists, event files, etc.
- Work with outside vendors to negotiate equipment and/or service rentals for events
- Work in conjunction with the Housing Operations Coordinator to complete both the transition of spring-to-summer as well as summer-to-fall housing assignments for students working for the College during the summer
- Assign summer housing for students who are receiving paid housing as part of research projects, college employment, etc. over the summer season
- Oversee all communications regarding summer housing assignments, policies and procedures to students
- Collaborate with various campus departments such as Resident Life, Campus Safety, Facilities, Environmental Services, external vendors, etc. on housing related moves and work to serve the community in a timely manner
Supervision:
- Hire, train, professionally develop, supervise and evaluate both professional staff and student staff
- Approve timecards as needed
- Manage the Event Setups & Assistant Locksmith staff in performing set ups and tear downs; perform set ups and tear downs as needed
- In coordination with the Moving Coordinator, direct set-up crew to carry out moves of furniture, equipment, beds, supplies, etc.
- Creating schedules pertaining to upcoming event setup needs to be accomplished by Event Setups & Assistant Locksmith staff
- Assist Associate Director of SESP in hiring, training, and supervising SESP Student Assistant staff throughout the academic year and summer season
- Participate as part of the on-call rotation, including weekends and holidays, during the summer season
Supervisory Responsibilities:
This position directly supervises SESP Student Event Set-up staff and the Event Set-up staff and assists the Associate Director of SESP in supervising SESP student staff as needed. This position is required to carry out supervisory responsibilities in accordance with Elizabethtown College’s policies and applicable laws. Responsibilities include interviewing, hiring, training, directing, rewarding, and disciplining individuals; appraising individual performance; and resolving complaints.
Required Qualifications
Bachelor’s degree and two to four years of experience in related position(s) is required; or equivalent combination of education and experience.
Preferred Qualifications
Physical Demands
PHYSICAL DEMANDS
To successfully perform this position, individuals must possess the following:
WORK ENVIRONMENT
The work environment characteristics described here are representative of those encountered while performing the essential functions of this job.
Exposed to outdoor weather and temperature extremes for events as necessary
The individual is regularly exposed to indoor conditions and moderate noise level; the individual is occasionally exposed to outdoor weather and temperature extremes.
- Regularly required to remain seated in a normal position for long periods of time
- Rarely required to stand for long periods of time
- Regularly required to move about
- Rarely required to climb stairs and/or ladders
- Rarely required to maintain balance while walking, standing, crouching, or running
- Occasionally required to stoop, kneel, crouch, and/or crawl
- Occasionally required to reach up and out with hands and arms
- Regularly required to talk and hear; verbally express information or instructions
- Occasionally required to lift up to 25 pounds and carry a distance of 10 feet
- Occasionally required to push and/or pull up to 25 pounds a distance of 10 feet
To successfully perform this position, individuals must possess the following:
- Close vision (clear vision at 20 inches or less)
- Depth perception and the ability to judge distances and spatial relationships
- Adjustable focus
WORK ENVIRONMENT
The work environment characteristics described here are representative of those encountered while performing the essential functions of this job.
Exposed to outdoor weather and temperature extremes for events as necessary
The individual is regularly exposed to indoor conditions and moderate noise level; the individual is occasionally exposed to outdoor weather and temperature extremes.
Posting Detail Information
Posting Number
AS567P
Open Date
Close Date
Open Until Filled
Special Instructions to Applicants
About Elizabethtown College
Elizabethtown College, located in southcentral Lancaster County, Pennsylvania, is a private coed institution offering more than 60 health, science, engineering, political science business, communications, fine art and music, humanities, and education degrees. Discover more at
etown.edu.
EEO Statement
Elizabethtown College is an Equal Opportunity/Affirmative Action employer committed to diversity, equity, inclusion, social justice, and providing equal opportunities and access to all qualified applicants regardless of race, ethnicity, religion, gender identity, sexual orientation, national origin or ancestry, age, marital status, disability, or veteran status.
Diversity Statement
Elizabethtown College is committed to valuing and fostering the diversity reflected in our life together and in the world beyond our campus. We strive to ensure that the members of the community—students, faculty, staff, and administrators—are diverse in race, ethnicity, sexual orientation, socioeconomic status, religion, ability, gender, gender identity and expression, age and national origin. We also seek to provide our community members, especially our students, with educational opportunities, programs, and services that are multicultural in content and expressive of a diverse life of experiences and worldviews that underrepresented groups bring to the learning environment.
Status
Hours Per Week
Monday-Friday; weekends as necessary depending on campus events
Work Schedule
Salary per hour
Please Note :
ajayjain.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, ajayjain.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.