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University Events Manager
2 months ago
Delaware State University is in search of an innovative, organized, and proactive individual to take on the role of Campus Events Coordinator- External. This position operates under the direct supervision of the Assistant Vice President of Student Engagement and plays a crucial role in the functionality of the Campus Events office.
Key Responsibilities:
The Campus Events Coordinator- External Events will be tasked with the following:
- Managing a comprehensive University-wide calendar that includes all event and meeting spaces across multiple campuses.
- Overseeing revenue generation through effective marketing of event spaces for various functions such as conferences, summer camps, and multi-day events.
- Maintaining ongoing communication with university personnel by facilitating event planning sessions and conducting post-event evaluations to identify successes and areas for improvement.
- Building and nurturing positive relationships with faculty, staff, students, alumni, and sponsors while effectively collaborating with department personnel and the broader University community.
- Coordinating events that range in size from small gatherings to large-scale events with over 3000 participants.
- Deliver exceptional customer service and efficiently manage event scheduling while overseeing the master calendar and room reservations.
- Facilitate weekly meetings with various university departments, including food service, facilities, and public safety.
- Prepare comprehensive event outlines, setup instructions, and work orders based on client specifications while considering facility capabilities and policies.
- Supervise the setup and breakdown of events across campuses.
- Engage with external vendors and manage contracts for events.
- Administer the operational budget, keeping financial records to track revenue, expenses, and payments.
- Coordinate data and billing communications with relevant offices.
- Collaborate with the marketing department to develop promotional materials that align with the DSU brand.
- Conduct departmental pre- and post-event briefings.
- Prepare and finalize cost estimates for event-related charges.
- Act on behalf of the facility management to enforce policies and exercise independent judgment in all client interactions.
- Be prepared to work evenings and weekends as required.
- Effectively manage multiple projects and their details simultaneously.
- Independently plan and oversee assigned summer conferences and camps, including logistics and reporting.
- Coordinate with on-campus partners as necessary.
- Perform additional job-related duties as assigned.
- Bachelor's degree in events management, business, communication, liberal arts, or a related field.
- 1-3 years of relevant experience.
- Experience in higher education, campus events, or hospitality settings.
- Familiarity with AV equipment.
- 3+ years of event planning experience.
- Proficiency in event management software and Microsoft Office Suite.
- Excellent written and verbal communication skills, along with strong interpersonal abilities.
Delaware State University is an equal opportunity employer committed to fostering a diverse and inclusive academic community. The University encourages applications from individuals of all backgrounds and is dedicated to enhancing diversity in recruitment and employment.
