Manager, Event Services

Texas A&M•Canyon, TX

10d

About The Position

The A&M System strives to maintain a competitive, high-quality benefit package to support the health and wellness needs of our workforce. This includes comprehensive health and welfare insurance plans, additional health and lifestyle programs, and optional retirement savings opportunities. Eligible employees will have access to paid leave programs in addition to 13-15 paid holidays each year. For more information regarding the benefit package go to: West Texas A&M University: Human Resources Benefits NOTICE - All posted positions are subject to budget approval. General Summary: The Manager of Event Services will oversee Event Services and the student staff involved in that operation. Consult with event planners (students, staff, faculty, and visitors) to clarify/confirm space requests that are submitted and ensure all details are accurate. Receive and process space requests from student groups, departments, and external groups by electronic format, in person, or by phone. Will make recommendations for procedure implementation. The Event Coordinator will oversee the promotion and publicizing of special events.

Requirements

Bachelor’s Degree in applicable field or equivalent combination of education and experience.
Three (3) years of scheduling/reservations and event coordination experience including related supervisory experience.
Experience with keeping detailed financial records
Certified Wedding and Event Planner or is able to obtain the certification within six (6) months of employment.
Intermediate to advanced computer skills with databases, Microsoft Office suite.
Possess strong organizational skills.
Highly effective communication (oral and written) skills.
Requires an understanding of the higher education environment and can work cooperatively with many different types of groups.
Has the ability to work on several projects simultaneously while keeping a high-energy level.
Must possess an outgoing and friendly personality and enjoy working with customers in an area of constant traffic and interruptions.
Ability to apply procedures equitably and recognize unusual requirements.
Experience with campus-wide scheduling software.

Nice To Haves

Master’s Degree
Experience with audio/visual core concepts and its utilization into events.
Experience with hiring, training, and evaluating employees.
Certified Notary
Certified Strengths Coach
Experience in the growth, promotion, and placement of a business through stories with appropriate print/electronic media, including social media ventures such as Facebook, Twitter, Instagram, and YouTube.
Experience with 25Live scheduling software.

Responsibilities

Oversees Event Services and the student staff.
Consults with event planners to clarify/confirm space requests submitted and ensure all details are accurate.
Receives and processes space requests from university groups and external groups for the Jack B. Kelley Student Center, Outdoor Lawn Areas, J.A. Hill Chapel, Alumni Banquet Facility, non-athletic events at the First United Bank Center, Buffalo Stadium, and events occurring in academic classrooms on campus.
Ensures that all information is inputted and completed into 25Live for all reservations.
Recruits, trains, schedules, supervises, and evaluates all employees involved in Events Services and provides on-site customer liaison support during events as needed.
Develops, manages, and oversees facilities and event calendars.
Negotiates costs and develops contracts with clients.
Administers insurance documents and waivers of liability.
Develops event-related and procedures and oversees reporting to University and external clients.
Oversees the website design, promotion and placement of stories with appropriate print/electronic media for the advancement of campus community. This includes social media ventures such as Facebook, Twitter, Instagram, YouTube, and utilizing search engine optimization.
Makes recommendations for procedure implementation.
Helps maintain and coordinate the centralized events calendar for the campus.
Aids in promoting campus community through planning and publicizing special events with appropriate print/electronic media.
Assists in managing the JBK Information Desk and assists in supervision of student team members.
Assists in overseeing the student center petty cash and credit card transactions/compliance.
Aids (in conjunction with the business office) in ensuring that money is handled in conjunction with University procedures.
Reconcile Event Services budgets monthly and collects all accounts payables for the department.
Maintains 100% compliance with timely completion of required System, University and job-specific online training courses.
This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be complete list of tasks and functions. General office responsibilities and other duties may be assigned.