Manager of Special Events

University of Southern Indiana • Evansville, IN

59d • Onsite

About The Position

Hire, train, manage, and evaluate event support staff and approximately 20 student workers to staff the University Center from 7am-12am daily. Ensure all events are staffed, set and executed effectively. Manage the general upkeep of University Center and generate work orders for Facility Operations and Planning.

Requirements

• Bachelor's degree. Preferred area of study in hospitality, event management or related field.
• Three to five years of professional experience in event or conference management is required, of which two years include supervision.
• Strong active listening and clear, specific oral communication skills. Must also possess effective, detail-orientated written communication skills appropriate for audiences ranging from University senior management and executive event sponsors to internal support staff.
• Exceptional service orientation, excellent interpersonal and relationship building skills are required, underscoring the ability to communicate effectively and work with a diverse group of internal and external clients. Must also possess a high level of social perceptiveness and diplomacy.
• Competency with all Microsoft Office applications and ability to learn other applications as needed, such as Event Management System scheduling software and Social Tables room design software. Must possess sufficient knowledge for generating professional electronic correspondence, contracts and reports as needed.
• Excellent organizational skills with a refined aptitude for details and the ability to simultaneously manage projects.
• Requires problem anticipation and resolution skills, together with the ability to perform all hands-on event activities as needed for troubleshooting of event preparation and implementation.
• A valid drivers' license.

Nice To Haves

• Preferred area of study in hospitality, event management or related field.

Responsibilities

• Hire, train, manage, mentor, and evaluate event support and student worker staff, offering guidance and direction for the efficient and effective delivery of services, aligned with university policies and procedures. Advise best practices for customer service, facility setup, and equipment operations, including lighting, audio visual and sound systems. Collaborate with staff to plan and deliver training for approximately 20 student workers.
• Manage daily operations and provide on-site event and technical support for the University Center and Griffin Center. Check facility spaces prior to events to ensure appropriate room set up, equipment, and all related services, as specified by the assigned event planner, are on schedule. Communicate relevant information to building occupants.
• Manage, maintain and improve audio visual potential in all University Center and Griffin Center spaces. Provide high level audio visual support and solutions as needed for high profile, complex events in the University Center and Griffin Center. Compile and maintain audio visual, event supply, and signage inventories for the department.
• Ensure proper emergency and event signage are in appropriate locations.
• Greet partners, clients, and guests prior to the event to ensure satisfaction and be available during the event to respond to urgent needs. Execute events according to specific event guidelines established by the Associate Director and Director of Special Events and Scheduling. Follow up with partners and clients at the conclusion of each event.
• Collaborate with Sodexo to orchestrate communication processes between respective teams, and be responsive to the need for improvements and adjustments as needed.
• Understand, communicate, and enforce university policies that pertain to events and activities on campus. This includes but is not limited to policies pertaining to the serving of alcohol, decorations, safety and security, advertising and solicitation, and parking. Communicate needs for policies or policy changes to Special Events and Scheduling Associate Director and Director.
• Perform routine walkthroughs of University Center, Performance Center and Griffin Center, taking action to resolve or communicate issues requiring repair or attention. Work closely with Facilities Operations and Planning and/or other departments to maintain the visual and functional integrity of building, equipment and furniture. Process work orders when needed.
• Manage all shuttle operations, including but not limited to picking up/dropping off university vans/keys, implementation of training and use of safety equipment, scheduling student managers, supervising operations during an event, and troubleshooting any problems that may arise.
• Meet daily with event support team and student workers prior to shift change to provide briefing on events taking place. Provide event responsibility instructions for each event.
• Attend pre-event meetings once a week with USI Dining Services and Special Events and Scheduling staff. Attend regular Special Events and Scheduling team meetings and other professional development opportunities.
• Other duties as assigned.

Benefits

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 11% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Vacation and sick time
• Holiday pay
• Free access to Recreation, Fitness & Wellness Center.
• Access to on-campus University Health Center and Dental Hygiene Clinic.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Industry: Educational Services
• Number of Employees: 1,001-5,000 employees