University Events Manager

2 weeks ago

Dover, Delaware, United States Delaware State University Full time
Position Overview:

Delaware State University is in search of an innovative, organized, and proactive individual to take on the role of Campus Events Coordinator - External. Reporting directly to the Assistant Vice President of Student Engagement, this position plays a vital role in the effective functioning of the Campus Events office.

Key Responsibilities:

The Campus Events Coordinator - External Events will be tasked with the organization and upkeep of a comprehensive University-wide calendar, which includes managing event and meeting spaces across multiple campuses through specialized scheduling software. This role is essential in driving revenue by effectively marketing event venues for various occasions such as conferences, summer camps, meetings, and multi-day events. Additionally, the Coordinator will facilitate ongoing communication with university personnel by organizing event planning sessions and conducting post-event evaluations to pinpoint successes and areas for enhancement.

Essential Duties:
  1. Provide exceptional customer service and efficient event scheduling while overseeing the master calendar and room bookings for campus facilities.
  2. Facilitate weekly meetings with university departments, including food services, facilities management, housekeeping, public safety, athletics, alumni relations, and student services.
  3. Draft comprehensive event outlines, setup instructions, work orders, diagrams, and other requests for operational departments based on client needs, while considering facility capabilities and policies.
  4. Supervise the setup and dismantling of events across various campuses.
  5. Collaborate with external vendors and manage contracts for events.
  6. Oversee the operational budget, maintaining financial records to track revenue, expenses, billing, and payments.
  7. Coordinate and communicate billing and data with relevant offices.
  8. Work alongside the marketing department to develop promotional materials for events, emphasizing the university's brand.
  9. Conduct departmental pre- and post-event briefings.
  10. Prepare, update, and finalize cost estimates for event-related charges.
  11. Act on behalf of the facility management to enforce policies and procedures, exercising independent judgment in all interactions with clients and event attendees.
  12. This role may require evening and weekend work on campus or at alternative locations.
  13. Manage multiple projects and their details simultaneously.
  14. Independently plan and manage assigned summer conferences and camps, including coordination of accommodations, event logistics, contracts, payments, and end-of-summer reports.
  15. Coordinate with on-campus partners such as public safety, food services, facilities, custodial services, and residence life as necessary.
  16. Perform other job-related duties as assigned.
Required Skills and Qualifications:
  1. Creative, assertive, and self-motivated.
  2. Ability to prioritize tasks in a fast-paced environment with excellent attention to detail.
  3. Proficient in leading and instructing others.
  4. Ability to work collaboratively in a team setting or independently with minimal supervision.
  5. Strong analytical and reasoning skills.
  6. Maintain confidentiality and demonstrate patience and understanding.
  7. Show initiative and a willingness to grow.
  8. Capable of managing frequent interruptions.
Qualification Standards:
  • Bachelor's degree in events management, business, communication, liberal arts, or a related field.
  • 1-3 years of relevant experience required.
Preferred Qualifications:
  • Experience in higher education, campus events, or hospitality settings.
  • Familiarity with audiovisual equipment is preferred.
  • 3+ years of event planning experience.
  • Proficient in event management software and Microsoft Office Suite (Outlook, Teams, Word, Excel, Visual One, Resource management systems).
  • Exhibit excellent written and verbal communication skills, along with strong interpersonal and planning abilities.
EEO Statement:

Delaware State University is an equal opportunity employer committed to fostering a diverse and inclusive academic community. The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical or mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information, or any other characteristic protected by state or federal law. The University encourages members of underrepresented groups to apply.

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