Manager of Special Events

University of Southern Indiana • Evansville, IN

16h • Onsite

About The Position

Results-driven event operations professional with experience overseeing the execution, staffing and technical support of meetings and events. Proven ability to lead full-time and student event support teams, coordinate event logistics and ensure seamless setup, management and tear down of events. Skilled in staff training, audio-visual systems, vendor and guest relations, shuttle and transportation operations, inventory management, and cross-department collaboration. Strong knowledge of ADA compliance, fire and safety regulations, University policies and customer service best practices, with a commitment to creating safe, efficient and positive event experiences.

Requirements

• Bachelor’s degree required.
• Requires three to five years of professional experience in event or conference management, two of which include supervision.
• Must have strong active listening and clear, specific oral communication skills along with effective, detail-orientated written communication skills appropriate for audiences ranging from University senior administration and executive event sponsors to internal support staff.
• Requires exceptional service orientation with the ability to communicate effectively and work with a diverse group of internal and external clients.
• Must also possess an elevated 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 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 event activities as needed for troubleshooting, event preparation, and implementation.
• A valid drivers’ license.

Nice To Haves

• Preferred area of study in hospitality, event management, or related field.
• Experience in hotel or restaurant event support highly preferred.

Responsibilities

• Oversee the daily logistical execution, staffing, and technical operations of events and meetings held in the USI University Center, Performance Center Dunn Lobby, and Griffin Center, ensuring all setup, vendor coordination, and on-site activities run smoothly.
• Hire, train, mentor, schedule, and evaluate event support staff, offering guidance and direction for the efficient and effective delivery of services, aligned with university policies and procedures.
• Lead event support team consisting of one full-time event support staff and 10-12 part-time student workers.
• Empower student workers with knowledge and skills to work independently during evenings and weekends when full-time staff are not present.
• Meet daily with scheduled team members to provide briefing on scheduled events and Instruct staff on the successful set up, event management, and tear down for each event.
• Provide annual and on-going training to team members on specific event guidelines established by the Director and Associate Director of Special Events and Scheduling including effective facility setup, ADA standards, and equipment operations, including lighting, audio visual and sound systems.
• Advise best practices for customer service; greeting clients and vendors prior to events and remaining available during the event to respond to urgent needs and ensure a positive experience.
• Provide audio-visual support and solutions as needed for events, including but not limited to, setting up equipment to project presentations, virtual meetings, microphones and music on house sound system.
• Maintain updated manuals on use of audio-visual equipment in all University Center and Griffin Center spaces.
• Collaborate with USI IT Technical Services staff on equipment improvements.
• Conduct and maintain an accurate Inventory of all Special Events and Scheduling audio-visual equipment, event supplies, furnishings, and signage twice per year.
• Supervise all event-related shuttle operations, including vehicle management and scheduling staff, who have met all USI required driver and safety training to operate University vehicles.
• Understand, communicate, and enforce University Handbook policies pertaining to the use of campus space for events and activities. This includes policies pertaining to alcohol service, decorations, safety and security, advertising and solicitation, and parking.
• Communicate needs for policies or policy changes to Special Events and Scheduling Director and Associate Director.
• Ensure the implementation of all policies and procedures relevant to guest safety, including communication of relevant emergency information to building occupants in the event of emergency evacuation and shelter in place situations.
• Confirm room set ups comply with ADA guidelines and strictly adhere to fire code regulations.
• Maintain proper emergency and event signage in appropriate locations.
• Collaborate with Sodexo/USI Dining Services staff to ensure productive and positive communication processes between respective teams and be responsive to the need for improvements and adjustments as needed.
• Attend weekly pre-event meetings between Sodexo/USI Dining Services and Special Events and Scheduling staff.
• Perform routine walk through of University Center East, University Center West, Performance Center Dunn Lobby, and Griffin Center, taking action to resolve or communicate issues requiring repair or attention.
• Log lost and found items and coordinate with Public Safety for safekeeping.
• Process work orders when needed.
• 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: Mid Level