Manager, Event Services

Agency

Department

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.

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.

Necessary Qualifications:

• Bachelors 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.

Preferred Qualifications:

• Masters 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.

Applicant Instructions:

Please include the following with your application:

• Cover letter

• Resume

• Three references

Please attach all documents in the attachment box at the bottom of the My Experience page before continuing through the application. Please use the Upload button to add each document individually. All revisions must be made prior to application submission. If you need assistance with uploading documents please contact WTAMU Human Resources at .

Texas law requires all males age 18 through 25 to be properly registered with the Selective Service System.

Equal Opportunity /Veterans/Disability Employer.

All positions are security-sensitive. Applicants are subject to a criminal history investigation and employment is contingent upon the institutions verification of credentials and/or other information required by the institutions procedures including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.