Functions Manager - Staff Conference '27 (National Staff Conference)

InterVarsity Christian Fellowship

8d•$24 - $32•Remote

About The Position

This position will provide leadership to ensure the proper utilization of event function space for the Staff Conference '27 (National Staff Conference). The role involves managing the development, implementation, and use of systems and processes for event function space needs, including assignment, confirmation, and fulfillment. It also requires maintaining accurate inventory, ensuring cost-effective scheduling, assisting internal clients, and generating comprehensive function reports. The Functions Manager will also design and manage communication plans, partner with catering and other vendors, oversee budget and expenditures, and coordinate with security and signage needs. Additionally, the role involves managing the freight and handling of conference materials, reporting to the Associate Operations Director, and contributing to the effectiveness of the Conference Team. Professional development and donor base development are also key aspects of this role.

Requirements

Annually affirm InterVarsity’s Statement of Faith
Shared value in the mission of InterVarsity – To compel this generation to give their whole lives for God’s global mission
Two or more years of team management experience
Bachelor’s degree or equivalent experience required
Proficient in Microsoft Office applications (Outlook, Word, Excel, and PowerPoint)
Effective oral and written communication skills
Ability to travel as needed
Attendance at required events

Nice To Haves

Attendance at a previous InterVarsity conferences preferred
Project management experience preferred
Event Planning experience preferred

Responsibilities

Manage the development, implementation and use of systems and process steps to receive requests, assign, confirm and fulfill all city-wide function space needs, including location, scheduling, and furnishings of such space.
Maintain accurate inventory and ensure cost-effective scheduling of contracted facilities and furnishings.
Assist internal clients regarding their space needs, ensuring proper service and attention to detail.
Use contractual, facility, and operation team guidelines to execute tasks pertaining to documentation, usage details, and signage distribution.
Utilize the appropriate systems and process steps to design, generate, interpret and distribute comprehensive function reports, including but not limited to space usage, change orders, schedules, and furnishings.
Design, implement, and manage communication plan involving staff, and staff utilizing each space, including pre-event and on-site communications.
Work in partnership with internal team and external vendors in managing plenary session seating.
Partner with catering company to negotiate meal costs, communicate guarantees, and ensure catering is available for special meals, receptions, program meals, or other events where food is needed.
Partner with catering team to provide designated meals for back-of-house demands; this includes menu and dining process review, as well as managing the catering and dining room staff.
Adhering to InterVarsity accounting standards, manage assigned event budget and expenditures, including post-event internal chargebacks.
Provide primary oversight to and develop healthy, professional relationships with all pertinent service providers for the event – including, but not limited to decorator, AV, catering, electrical, internet, security.
Interface with securities teams: Coordinate onsite with internal security team as needed.
Partner with external security vendor(s) to provide accurate conference details to execute plans effectively.
Coordinate and execute signage needs: Coordinate the directional and branding signage request collection process for internal key stakeholders.
Ensure signage decisions and implementation is compliant with all vendor regulations.
Coordinate the freight and handling of conference materials: Assess the shipping and freight needs of internal team members.
Develop and execute a shipping plan from the National Service Center to the event, and back.
Meet regularly with Associate Operations Director to ensure completion of tasks and met deadlines.
Submit requested reports to Associate Director of Operations on time.
Prepare a complete final report by the assigned date.
Work in partnership within the team and with other teams as required.
Participate in event Operations Team and other event related meetings.
Travel to conference site and team meetings as required.
Participate in organization meetings and events as able.
Stay current with computer programs InterVarsity uses to support the above functions.
Attend workshops and classes as necessary.
Develop and execute a professional development plan.
Develop and manage a donor base equivalent to 10% of salary.
Communicate with donors at least quarterly.