Event Services Manager Facilities Services UTK

This position is part of the Facilities Services (FS) Department within the Facilities Operations Branch. The Event Services Manager serves as the main contact for campus event planners student groups and occasional external clients coordinating Facilities Services support for events meetings conferences and camps. The manager communicates with organizers to ensure smooth execution and compliance with university policies. They also supervise the Facilities Event Services Team which provides event rentals and setup/teardown addition the manager collaborates with other FS shops to fulfill event needs and acts as the primary contact for highprofile events for the Chancellors Office Office of the Provost Athletics and UT Conferences. The role also includes planning and executing internal Facilities Services events.

• Serves as the primary point of contact for campus event planners student organizations and occasional external clients coordinating all Facilities Services support for events meetings conferences and camps.
• Reviews and responds to event support requests submitted through the Campus Event Scheduling system the Facilities Services online request form email and phone.
• Determines required Facilities Services support including rentals event setup custodial services trash and recycling grounds assistance electrical needs amplified sound and water access.
• Meets with event organizers and campus partners to ensure clear communication efficient planning and successful event execution.
• Acts as the lead FS contact for highprofile or largescale events for the Chancellors Office Office of the Provost Office of Sorority & Fraternity Life Athletics and UT Conferences.
• Communicates event impacts related to emergencies maintenance outages road closures building shutdowns and weather conditions.
• Ensures compliance with University policies related to building use and campus space guidelines.
• Supervises the Facilities Event Services Team including scheduling staffing task coordination and performance evaluations.
• Oversees team activities related to moving delivery setup teardown and event equipment support.
• Collaborates with FS supervisors and staff across departments to coordinate required event services.
• Ensures efficient highquality event support while adhering to departmental procedures across multiple FS areas including:
  • Building Services: room setup cleaning restrooms and waste management.
  • Landscape & Grounds: fencing barricades signage digging groundbreaking needs and landscape preparation.
  • Recycling: trash recycling compost bins and Zero Waste event assistance.
  • Plumbing & HVAC: water access restroom trailers fountain support and HVAC adjustments.
  • Electrical: highvoltage support as required.
  • Maintenance & Repair: installation of banners decorations and eventrelated fixtures.
• Plans and executes Facilities Services events such as the annual golf tournament employee appreciation event holiday celebration and retirement receptions.
• Manages event logistics vendor coordination supplier negotiations and budget adherence.
• Establishes event committees assigns responsibilities and communicates runofshow details.
• Partners with the FS Communications Manager on internal event communications.
• Processes purchase documentation using accounting management software.
• Develops and updates Facilities Services eventrelated policies.
• Coordinates with the Office of Campus Event Services and building representatives regarding space reservations and sitespecific procedures.
• Works with FS shops to determine service pricing develop cost estimates and communicate service options to event organizers.
• Provides training and consultation to campus event organizers and student groups on request procedures and available services.
• Coordinates building unlock schedules for afterhours events with Central Alarm.

Required Qualifications

• Education: High School Diploma or GED

• Experience:Five years of work-related experience

• Knowledge Skills Abilities:

  • Excellent written & verbal communication skills

  • Attention to detail

  • Ability to maintain a professional demeanor

  • Knowledge of Customer Service best-practices

  • Ability to be a team player

  • Ability to multi-task & prioritize effectively

  • Conflict-management skills

  • Analytical problem-solving skills

  • Organizational skills

  • Proficient in Microsoft Office including Excel

• Other Conditions:Valid Drivers license

Work Location

• University of Tennessee Knoxville TN Campus
• This is an on-site position

Compensation and Benefits

• UT market range: MR08
• Find more information on the UT Market Range structurehere
• Find more information on UT Benefitshere

About The College/Department/Division

UT Facilities Services is responsible for the care and keeping of more than 300 facilities and utilities systems in and around Knoxville. As the University of Tennessee Knoxvilles largest non-academic department team members are responsible for facilities maintenance and repair custodial needs landscaping and lawncare utility work in-house and capital construction projects facilities planning and design environmental initiatives pest control campus event services and facilities administration functions for both the flagship campus and the agricultural institute. The Facilities Services staff provides around-the-clock coverage to ensure students staff faculty and fans have a consistent and positive experience every time they step foot on Rocky Top.