Assistant Director of Events Services

• Meets with clients coordinates event requirements and services to include contract management (with confirmation of clients signature on cost estimates) room reservations room diagrams ballroom and meeting room set-up audio visual needs and coordinates outside services as necessary.
• Coordinates with Spartan Catering (as needed) Student Union Night Manager for building operations and setup support and the Operations Manager for cleaning of interior and exterior of Student Union facility and grounds in preparation for scheduled events.
• Supervises the Event Services Scheduling Supervisor.
• Works closely with Scheduling Supervisor to ensure clear communications to all customers regarding Event Services policies and procedures room scheduling AV and event logistics.
• Works with all event and operations staff to ensure event operations staff scheduled
• Responsible for accurate pre and final event billing information to Scheduling Supervisor and to SU Accounting Department. Ensures that appropriate signature approval is on pre cost estimates and makes updates to final event cost estimates.
• Responsible for updating and maintenance of client files including contracts and other pertinent information.
• Prepares detailed documents describing client/vendor needs to convey needs and expectations to department managers.
• Compose and answer e-mail messages to individuals various departments and vendors as needed.
• Reviews EMS Software System for bookings and to block function space.
• Interact with and assist other managers employees and associates with information requested or required for the department.
• Ensures Supervisor Scheduling has implemented signage for events.
• Assist Manager with large event designs orders contracts diagrams and invoices.
• Comply with Student Union standards as well as Safety Health and communication Enforces Student Union policies procedures and related information.
• Responsible for hiring training supervising and evaluating of all administrative student assistant staff reporting to the Supervisor Scheduling.
• In absence of Event Services Manager performs all the duties of the Event Services Manager.
• Assists with Student Union building evacuation and emergencies.
• Assists with purchase of supplies and equipment associated with Student Union events.
• Performs other duties as assigned.

Qualifications

• Bachelors Degree in Business Hospitality Management Theater Arts or related field
• 3-5 years of experience in management of event planning scheduling and supervision of staff;
• Minimum of 3 years of full-time staff supervision

• Masters degree Business Management or related field
• 5-6 years of experience in college union and/or activities and event planning.
• Demonstrated experience in within university community including student unions student activities and residence life campus life.
• Experience in a large non-profit corporation

• Ability to adapt to any assignment or situation in a fast-paced operations
• Maintains professional attitude and conduct at all times as a customer service example for event clients and guests and for other Event Services and Student Union staff.
• Excellent communication organizational and problem-solving skills with attention to details.
• Proven knowledge of in-depth experience with computers data base information systems event scheduling software such as EMS and W2W as well as diagram software such as Microsoft Visio.
• Proven ability to effectively plan and manage simultaneous large and/or small-scale events in a fast-paced environment preferably within a university setting.
• Knowledge of event planning skills and experience in contract management scheduling room reservations and ability to create room diagrams using Microsoft Visio software.
• Basic knowledge of a wide variety of audio visual and theatrical equipment used in event production.
• Ability to prepare event quotes and finalize cost settlements for Event Services billing.
• Ability to train supervise coordinate and prioritize the work of full-time staff and part time staff preferably in a university setting.
• Basic knowledge of Fire and Life Safety procedures and OSHA requirements related to event production.
• Demonstrated ability to make decisions and judgements that will reflect positively on the Student Union.
• Experience in computer applications such as: Event Management Systems When to Work Visio PowerPoint Google Suite (Gmail Docs Slides Sheets Forms etc.) Microsoft Office (Word Excel PowerPoint etc to schedule review and create written correspondence reports presentation materials and other documents from drafts notes or dictation; and to create charts graphs and tables.

Work Requirements

• The position works in a typical office as well as an outdoors and indoor facility program-oriented environment.
• The physical demands of this position are described below
  • Sitting walking twisting bending climbing pulling pushing squatting crawling kneeling balancing reaching and coordination (eye hand foot).
  • Fall (Slip Trip) Conditions that result in falls (impacts) from height or traditional walking and playing surfaces.
  • Weather Phenomena (Snow/Rain/Wind/Ice)
  • Lifting and Carrying frequently 10-25lbs occasionally 26-50lbs.
• In general the position works a schedule based on business needs 9 a.m. - 5 p.m. Monday - Friday may work evenings and weekends as required.

Employment Information & Policies

1. Injury and Illness Prevention Program
2. Discrimination and Harassment for Supervisors/Non-Supervisors
3. Gender Equity and Title IX Prevention Program (Title IX)
4. Data Security and FERPA
5. Mandated Reporters of Child Abuse