Event Operations Manager, Office of the President

State of Virginia•Charlottesville, VA

36d•$60,000 - $73,000•Onsite

About The Position

The University of Virginia seeks applications for an Event Operations Manager on the Major Events and External Relations team to support the Office of the President. This position is a critical member of a team charged with planning and coordinating events and interfacing with a range of stakeholders important to the University of Virginia. The Event Operations Manager will report to the Associate Director for Major Events and External Relations. The Major Events and External Relations Event Operations Manager is a self-motivated, high performer who consistently achieves departmental, organizational, and institutional objectives.

Requirements

Bachelor's degree
Four years of experience. Additional experience may be considered in lieu of degree.

Nice To Haves

Experience managing multiple concurrent projects in a fast-paced environment
Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
Comfortable with learning and implementing new software technology
Experience handling mailings using a database system
Must be detail-oriented with strong organizational and time management skills
Sound knowledge of basic financial practices including processing invoices, and willingness to learn departmental financial procedures
Demonstrated ability to maintain a positive attitude throughout the full lifecycle of the event planning process, from concept stage through post-event and final billing
Strong interpersonal and public relations skills in interacting with diverse constituencies
Aptitude for exercising independent judgement and proactive critical thinking
Exceptional written and verbal communication skills
Ability to be flexible when confronted with changing priorities
Ability to work in an environment with clearly defined processes and procedures
Ability to work in a team environment where a project's success is determined by both the individual and team's efforts
Willingness to assist with team brainstorming sessions and pitch creative and novel event or activation ideas
Understanding of protocol, discretion, and confidentiality
The job may occasionally require travel to attend meetings or events, as well as the ability to work evenings and weekend events on an as-needed basis.
Experience working in higher education or a non-profit organization
Experience working with Cvent, Eventbrite, and other event registration tools
Experience with graphic design software, including Adobe Creative Cloud (Photoshop, Illustrator, InDesign, etc.)

Responsibilities

Serve as department lead for all operational aspects of the Major Events and External Relations team for daily and weekly tasks as well as longer-term projects.
Act as the main point of contact for incoming departmental communication, including phone calls and emails and respond to all communications in a timely manner
Be responsible for, or asked to assist with, a variety of modes of communication, both print and digital, including event invitations, e-newsletters, and RSVP forms
Create and maintain departmental communication tools, including websites (Major Events, Founder's Day, and Finals Weekend) and web-based event registrations
Be trained on and become proficient in University-approved technology platforms, including Cvent, Eventbrite, BlackThorn, Marketing Cloud, and SmartSheets, among others
Be proficient in using the University's customer relationship management database (CRM) to create contact reports for constituents, build custom reports, and extract strategic data
Assist with logistical preparations associated with a variety of events including but not limited to Finals Weekend, events sponsored by the President, building dedications, Commonwealth Day, Homecomings, Days on the Lawn, New Student Orientation, Reunions Weekend, Family Weekend, advancement events, visits by dignitaries, and other special and pan-University events
Provide support to event planners within the department by preparing event materials (nametags, place cards, access credentials, parking permits, etc.), placing orders for and maintaining a working inventory of departmental and event-specific supplies, submitting work orders, assisting with packing and unpacking for events, and staffing events
Become proficient in departmental financial processes and procedures, will serve as the main point of contact for billing and procurement, and will be responsible for all account reconciliation for the Major Events and External Relations department
Provide support as a member of the broader President's Office fiscal team, assisting with financial workflow approvals, procurement processes, and other fiscal and budgetary activities. Approximately 25% of the position will be dedicated to this work
Interact daily with key stakeholders, including event attendees, the University's executive leadership team, University leaders, faculty, staff, students, the board of visitors, and community members and will be the Team's first point of contact for general inquiries by phone and email
Should have a high level of comfortability interfacing with internal and external stakeholders, vendors, and constituents
In addition to the above job responsibilities, other duties may be assigned. A willingness to pivot and creatively problem solve is necessary