Manager - Events Operations

Harper College•Palatine, IL

15h

About The Position

Responsibilities Manages the day-to-day operations for internal and external campus events and performances excluding the Wojcik Conference Center, Building M, and Parking lots. Provides management for the Student ID program and Box Office. Event Scheduling and Planning Oversees the planning and execution of logistics for successful completion of internal and external campus events. Serves as client’s primary contact once contract is signed and during the planning process to determine functional space requirements, AV equipment needs, catering services, Events Management services, and logistical and utilities requirements. Interprets client needs, anticipates potential problems and determines the best solution for having a successful event relying heavily on experience and judgement. Coordinates all logistical details for campus events and takes action as necessary to ensure room setup is correct, ensures a successful move-in and move-out, and to coordinate the clean-up after the event. Identifies when and where signage is required and ensures that materials are posted. Provides visible, on-site coverage, as needed, for events to ensure client satisfaction. Conducts post-event surveys and gathers data to assist with evaluating internal processes and performance. Makes recommendations for improvements. Actively solicits client, customer representative, and server feedback during and after events and communicates results with the Manager of Event Services, Dining Services staff, and resource groups on a regular basis. Identifies and reports on any building maintenance issues discovered during the event planning process or while supporting an event. ID Card Office Establishes, promotes, and maintains procedures for ID card production and distribution for students and employees. Responsible for the ID card system and maintenance of database files. Responsible for financial issues related to ID cards, including budgeting, billing, and reporting. Ensures that phone and online information is updated and current at all times. Box Office Responsible for maintaining proper staffing levels in the Box Office and ID Card Office to ensure proper customer service at permanent and temporary locations. Interviews, hires, trains, and evaluates staff. Provides performance appraisals, disciplinary actions, and terminations. Creates personnel action notices. Oversees the sales and processing of all tickets for events sponsored by campus groups (except athletic events) and any outside presenters who use the campus facilities. Meets and assists each presenter with all concerns relating to ticketing including pricing, comp ticket requests, group sales, and reporting. Responsible for financial settlement and accountability of all revenue collected from ticket sales. Assures security of tickets and money. Establishes, promotes, and maintains procedures for ticket sales. Ensures that hotline phone and online information is updated and current at all times. Provides input to the budget process related to costs of labor, capital equipment and both consumable and non-consumable supplies as well as participating in the development of strategic directional budget changes, implications and alternatives. Investigates and recommends additional ticket venues (i.e., area Movie Theatres, Playhouses, etc.) to the Manager of Event Services which could provide discounts to Harper students and makes arrangements to sell their discount tickets on campus. Plans technology and Internet innovations, and develops recommendations for the Manager of Event Services about ticketing Kiosks/Satellites, additional Web presence, Hotlines, etc. Maintains the inventory of supplies and equipment. Initiates requisitions for ordering supplies, equipment and service, and submits to supervisor for approval. Recommends and implements methods to effectively market Harper programs/events to patrons. House Management Meets with and assists event sponsors in planning and coordinating support services for their events. Assumes active responsibility for house management operations. Supervises the recruiting and training of ushers including The Saints Establishes, promotes, maintains, and reviews front of house safety procedures for event locations on campus. Other Responsibilities Responsible for the coordination and development of office procedures regarding cash handling, customer service, ID Card security and production and lobby operations. Attends monthly staff meetings and any production meetings as required by event sponsors. Serves on committees and teams as needed. Monitors and keeps within the Box Office and ID Card Office budget each year. Assists and supports box office and ID Card Office staff in any of their functions as needed. Provides ticket sales and attendance data to departments on campus. Assists the Manager of Event Services with budget preparation, and other administrative duties as needed. Demonstrates continuous effort to improve box office and ID Card Office operations and customer service. Maintains a working knowledge of new techniques within the field. If appropriate, serves on committees and maintains membership in appropriate organizations. Performs related duties as assigned.

Requirements

Education: B.A. required; theatre or fine arts management preferred.
Experience: Two years of box office and/or ID card office management/supervisory experience.

Responsibilities

Manages the day-to-day operations for internal and external campus events and performances excluding the Wojcik Conference Center, Building M, and Parking lots.
Provides management for the Student ID program and Box Office.
Oversees the planning and execution of logistics for successful completion of internal and external campus events.
Serves as client’s primary contact once contract is signed and during the planning process to determine functional space requirements, AV equipment needs, catering services, Events Management services, and logistical and utilities requirements.
Interprets client needs, anticipates potential problems and determines the best solution for having a successful event relying heavily on experience and judgement.
Coordinates all logistical details for campus events and takes action as necessary to ensure room setup is correct, ensures a successful move-in and move-out, and to coordinate the clean-up after the event.
Identifies when and where signage is required and ensures that materials are posted.
Provides visible, on-site coverage, as needed, for events to ensure client satisfaction.
Conducts post-event surveys and gathers data to assist with evaluating internal processes and performance.
Makes recommendations for improvements.
Actively solicits client, customer representative, and server feedback during and after events and communicates results with the Manager of Event Services, Dining Services staff, and resource groups on a regular basis.
Identifies and reports on any building maintenance issues discovered during the event planning process or while supporting an event.
Establishes, promotes, and maintains procedures for ID card production and distribution for students and employees.
Responsible for the ID card system and maintenance of database files.
Responsible for financial issues related to ID cards, including budgeting, billing, and reporting.
Ensures that phone and online information is updated and current at all times.
Responsible for maintaining proper staffing levels in the Box Office and ID Card Office to ensure proper customer service at permanent and temporary locations.
Interviews, hires, trains, and evaluates staff.
Provides performance appraisals, disciplinary actions, and terminations.
Creates personnel action notices.
Oversees the sales and processing of all tickets for events sponsored by campus groups (except athletic events) and any outside presenters who use the campus facilities.
Meets and assists each presenter with all concerns relating to ticketing including pricing, comp ticket requests, group sales, and reporting.
Responsible for financial settlement and accountability of all revenue collected from ticket sales.
Assures security of tickets and money.
Establishes, promotes, and maintains procedures for ticket sales.
Ensures that hotline phone and online information is updated and current at all times.
Provides input to the budget process related to costs of labor, capital equipment and both consumable and non-consumable supplies as well as participating in the development of strategic directional budget changes, implications and alternatives.
Investigates and recommends additional ticket venues (i.e., area Movie Theatres, Playhouses, etc.) to the Manager of Event Services which could provide discounts to Harper students and makes arrangements to sell their discount tickets on campus.
Plans technology and Internet innovations, and develops recommendations for the Manager of Event Services about ticketing Kiosks/Satellites, additional Web presence, Hotlines, etc.
Maintains the inventory of supplies and equipment.
Initiates requisitions for ordering supplies, equipment and service, and submits to supervisor for approval.
Recommends and implements methods to effectively market Harper programs/events to patrons.
Meets with and assists event sponsors in planning and coordinating support services for their events.
Assumes active responsibility for house management operations.
Supervises the recruiting and training of ushers including The Saints
Establishes, promotes, maintains, and reviews front of house safety procedures for event locations on campus.
Responsible for the coordination and development of office procedures regarding cash handling, customer service, ID Card security and production and lobby operations.
Attends monthly staff meetings and any production meetings as required by event sponsors.
Serves on committees and teams as needed.
Monitors and keeps within the Box Office and ID Card Office budget each year.
Assists and supports box office and ID Card Office staff in any of their functions as needed.
Provides ticket sales and attendance data to departments on campus.
Assists the Manager of Event Services with budget preparation, and other administrative duties as needed.
Demonstrates continuous effort to improve box office and ID Card Office operations and customer service.
Maintains a working knowledge of new techniques within the field.
If appropriate, serves on committees and maintains membership in appropriate organizations.
Performs related duties as assigned.