Event Services Manager - Facilities Services - UTK

University of Tennessee•Knoxville, TN

8d•Onsite

About The Position

This position is part of the Facilities Services (FS) Department within the Facilities Operations Branch. The Event Services Manager serves as the main contact for campus event planners, student groups, and occasional external clients, coordinating Facilities Services support for events, meetings, conferences, and camps. The manager communicates with organizers to ensure smooth execution and compliance with university policies. They also supervise the Facilities Event Services Team, which provides event rentals and set‑up/tear‑down services. In addition, the manager collaborates with other FS shops to fulfill event needs and acts as the primary contact for high‑profile events for the Chancellor’s Office, Office of the Provost, Athletics, and UT Conferences. The role also includes planning and executing internal Facilities Services events.

Requirements

High School Diploma or GED
Five years of work-related experience
Excellent written & verbal communication skills
Attention to detail
Ability to maintain a professional demeanor
Knowledge of Customer Service best-practices
Ability to be a team player
Ability to multi-task & prioritize effectively
Conflict-management skills
Analytical problem-solving skills
Organizational skills
Proficient in Microsoft Office including Excel
Valid Driver’s license

Responsibilities

Serves as the primary point of contact for campus event planners, student organizations, and occasional external clients, coordinating all Facilities Services support for events, meetings, conferences, and camps.
Reviews and responds to event support requests submitted through the Campus Event Scheduling system, the Facilities Services online request form, email, and phone.
Determines required Facilities Services support, including rentals, event setup, custodial services, trash and recycling, grounds assistance, electrical needs, amplified sound, and water access.
Meets with event organizers and campus partners to ensure clear communication, efficient planning, and successful event execution.
Acts as the lead FS contact for high‑profile or large‑scale events for the Chancellor’s Office, Office of the Provost, Office of Sorority & Fraternity Life, Athletics, and UT Conferences.
Communicates event impacts related to emergencies, maintenance outages, road closures, building shutdowns, and weather conditions.
Ensures compliance with University policies related to building use and campus space guidelines.
Supervises the Facilities Event Services Team, including scheduling, staffing, task coordination, and performance evaluations.
Oversees team activities related to moving, delivery, setup, teardown, and event equipment support.
Collaborates with FS supervisors and staff across departments to coordinate required event services.
Ensures efficient, high‑quality event support while adhering to departmental procedures across multiple FS areas, including: Building Services: room setup, cleaning, restrooms, and waste management. Landscape & Grounds: fencing, barricades, signage, digging, ground‑breaking needs, and landscape preparation. Recycling: trash, recycling, compost bins, and “Zero Waste” event assistance. Plumbing & HVAC: water access, restroom trailers, fountain support, and HVAC adjustments. Electrical: high‑voltage support as required. Maintenance & Repair: installation of banners, decorations, and event‑related fixtures.
Plans and executes Facilities Services events such as the annual golf tournament, employee appreciation event, holiday celebration, and retirement receptions.
Manages event logistics, vendor coordination, supplier negotiations, and budget adherence.
Establishes event committees, assigns responsibilities, and communicates run‑of‑show details.
Partners with the FS Communications Manager on internal event communications.
Processes purchase documentation using accounting management software.
Develops and updates Facilities Services event‑related policies.
Coordinates with the Office of Campus Event Services and building representatives regarding space reservations and site‑specific procedures.
Works with FS shops to determine service pricing, develop cost estimates, and communicate service options to event organizers.
Provides training and consultation to campus event organizers and student groups on request procedures and available services.
Coordinates building unlock schedules for after‑hours events with Central Alarm.