Dir Event Services
Dir Event Services
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Job Description
This position manages all space/classroom bookings through use of 25Live as well as event/classroom setup and takedown. Responsible for independently and/or in collaboration with departments planning and preparation and orchestration and takedown and followup for all events taking place in the building. Lead assist and collaborate with colleagues on all internal professional events symposia conferences Moot Court Competitions and the like as well as external events for clients renting space in the building. Provide menu planning support and facilitate catering orders for events of all sizes and types. This role ensures client satisfaction by managing logistics budgets and vendor relationships and leading the delivery of a seamless event.
Duties and Responsibilities:
1. Event Management (internal):
Facilitate all space bookings for Law School building utilizing 25Live (or comparable space management software). Collaborate with Registrar to ensure accurate and timely classroom reservation in anticipation of each semester. Book and manage all requests to book events activities meetings and more.
Host annual schoolwide calendar meeting each spring for Deans and departments to proactively reserve building space for the following academic year.
Responsible for directing setup and breakdown of events. Determine setup/floor plan using diagrams. Optimize the use of event spaces.
Maintain inventory of items used in support of events from tables and chairs to linens/laundering to decorations.
Work with outside vendors to facilitate furniture and equipment rentals as needed for events. Coordinate event dcor and event atmosphere within budget constraints.
Assist with the ordering of catering through our vendor while ensuring that the catering area is set up according to the standards of the requestor and food service/safety guidelines.
Advise the event host with professional event orchestration services such as nametags check in and signage for each event.
Manage/coordinate the needs of all symposia/events that take place in the building including AV seating scheduling food and beverage heating/cooling etc. Manage event timelines to ensure all needs are met and event can run on schedule. Handle all emergencies as they arise.
Serve as principal liaison between Contactors Organizers Renters Faculty and Administrators with regards to all facets of the logistical operations support of programs and events many occurring simultaneously.
Responsible for communicating with all relevant departments including but not limited to the Office of Physical Plant to ensure proper heating/cooling arrangements and that maintenance is scheduled around events as well as building Security to advise them about any external visitors to the building etc.
Obtain and evaluate postevent feedback from hosts and attendees to identify areas for improvement.
60 of Time
2. Building Rental and Management of External Events:
Manage and update all web content related to building rentals including the Law Schools website through Unique Venues.
Work with the Law School Communications team to create effective and well thought advertisements to promote available space in the building.
Create relationships with potential clients/ renters by following up on rental inquiries.
Follow all Law School and University policies and procedures regarding the rental of space in the Law School.
Serve as liaison between clients and University/Law School as relates to contracting process event support from internal departments preferred vendors etc.
Collaborate with colleagues to ensure that the clients needs are met and that they have a successful experience.
Obtain and evaluate postevent feedback from clients to identify areas for improvement.
Create and maintain all records regarding building rentals including contact information the Facilities Use Agreements invoices payments etc.
15 of Time
3. Office of Student Services:
Support varied aspects of Graduation planning and .
Aid in the scheduling planning and registration/payment tracking for Student Services events as needed including HobbsLarson Lecture Law School Mental Health Events etc.
Contribute to the orchestration of Orientation and other largescale Law School Events.
10 of Time
4. Continuing Legal Education (CLE) Programming:
Collaborate with Faculty student organizations (specifically Journals) and different departments (most notably Alumni and Development) to assist in the development of programs seminars lectures and public events (in person virtual or hybrid) that offer CLE credit in order to broaden and expand the scope and outreach of the Law School.
Manage and update all web content relating to CLE events including event registration lists and tracking payments.
Maintain all CLErelated files and records.
Maintain CLE calendar to ensure the courses do not conflict and/or compete.
Prepare biannual reports detailing course information for filing with State CLE Boards
Responsible for handling all event details including booking of space securing any additional furniture needed ordering catering printing all name tags name plates registration lists speaker biographies timed agendas supporting materials etc.
Ensure dayof event details are managed such as collecting attendance verification forms attorney affirmation documents sign in/sign out sheets.
Send out all CLE certificates within 7 business days of the CLE courses evaluation form.
15 of Time
Required Qualifications:
Bachelors degree required
13yrs relevant work experience
Desired Qualifications:
Masters degree preferred
Doctoral degree preferred (JD)
Licenses and Certificates:
Salary Grade:
AD190 Administrative
Exempt/Nonexempt:
Physical Demands: General Office Environment
Special Instructions to Applicants:
Seton Hall University is committed to programs of Equal Employment Opportunity (EEO) and the principles of affirmative action.
Employment Type
Full-Time
