Special Events Manager
Job Details
Undergraduate Campus - Front Royal, VA
Description

 

 

JOB DESCRIPTION

TITLE: Special Events Manager

DEPARTMENT: Operations & Maintenance

Classification (FLSA): Exempt, Salary*

REPORTS TO: Director of Operations

GENERAL DESCRIPTION: The Special Events Manager (SEM) is responsible for executing all Presidential events of the college. The SEM will oversee the rental of College facilities by outside entities and will endeavor to advertise and promote the college to increase outside rental income. In addition, the SEM will conduct regular walk-throughs of public and residential buildings to maintain, and enhance, the professional appearance of the campus.

SUPERVISORY RESPONSIBILITIES:

The SEM manages a team of student employees during each of the academic semesters and summer break. The SEM is charged with the recruiting, hiring, and training of the staff, as well as setting and managing their schedules.

CHIEF DUTIES AND RESPONSIBILITIES:

  1. Will be directly responsible for and attend all Presidential directed events on/off campus. These events include, but are not limited to, the Summer Consortium, Major Speakers Program, Board Meetings, Anniversary and Dedication events, Graduation, Christmas at Christendom, and Homecoming.
  2. Will provide limited supervision and support of other departmental events on campus as appropriate.
  3. Serves as principal liaison between contractors, organizers, and administrators with regards to all facets of the logistical operations support of multiple programs and events.
  4. Maintains a Special Events Operational Manual.
  5. Compiles a compendium for each event detailing records of event aspects, including financial details, as well as suggested improvements.
  6. Responsible for all contractual agreements, fees, and necessary preparations involved with the rental of College facilities, including rentals of the Colleges Chapel for wedding ceremonies.
  7. Will maintain a competitive catering menu for on/off campus events in partnership with the colleges Executive Chef.
  8. Will ensure that proper safety guidelines are followed for all major events.
  9. Will hire and manage student employees assigned to the Special Events department.
  10. Maintains the professional appearance of the campus, performing regular inspections of public building areas on campus, especially those hosting upcoming events, noting décor and other related improvements needed.
  11. Reads trade publications, attends seminars, and consults with other professionals to keep abreast of meeting management standards and trends.
  12. Responsible for assisting in the preparation of the Annual Budget for departmental and related programs.
  13. Completes special projects as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

  1. General knowledge of business and management principles involved in strategic planning, resource allocation, budgeting, human resources modeling, leadership technique, and/or coordination of people and resources.
  2. Ability to interact in professional manner with donors, Board members, faculty, staff, and students.
  3. Proficient knowledge of MS Office Suite (Outlook, Word, Excel, Visio, PowerPoint).
  4. Must demonstrate desire for continued professional development.

SKILLS:

  1. Service Orientation - Proficient skills in actively looking for ways to help people.
  2. Judgment and Decision Making - Proficient skills in considering the relative costs and benefits of potential actions to choose the appropriate one.
  3. Time Management - Proficient skills in managing one's own time and the time of others.
  4. Active Listening - Proficient skills in giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  5. Reading Comprehension - Proficient understanding of written sentences and paragraphs in work-related documents.
  6. Speaking - Proficient skills in talking to others to convey information effectively.
  7. Critical Thinking - Proficient skills in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
  8. Writing - Proficient skills in communicating effectively in writing as appropriate for the needs of the audience.
  9. Complex Problem Solving - Proficient skills in identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.

PHYSICAL / MENTAL / EMOTIONAL REQUIREMENTS:

  1. May be exposed to short, intermittent, and/or prolonged periods of sitting and/or standing in performance of job duties.
  2. Light physical activity. Work may involve occasional assistance of others in the manipulation of heavy objects.
  3. Must be able to work flexible hours, including evenings and weekends.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time for the needs of the College, but a discussion between the employee and supervisor will take place prior to the change.

Qualifications
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