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Operations and Event Manager

2 weeks ago

White Plains, New York, United States Windward School Full time

Our Vision

A world where every child with a language-based learning disability is empowered to achieve unlimited success.  

Objective

Serves as the principal support and customer service representative for the Operations Department and oversees building and event operations.

Duties and Responsibilities

  • Serve as the first point of contact for inquiries relating to building operations, facility rentals, events, security and food service. 
  • Daily oversight of FMX (Events Management & CMMS Software) calendar and facilities service requests.  
  • Work in coordination with the Director Physical Plant to ensure proper event staffing, security, and catering needs are met for all events.
  • Act as administrator for facilities:
    1. Assign tickets
    2. Business: Purchase orders, record retention, scheduling work in the absence of Director of Physical Plant, timekeeping, ordering, invoices, and others as assigned. 
    3. Staffing for events related overtime
  • Must be present when needed at after-hours school-wide events to oversee maintenance staff including but not limited to Back-to-School Picnic, Homecoming, Graduation, Schwartz Lecture, and various Board of Trustee events. 

Position may be required to perform duties outside their normal responsibilities as needed and when requested.

Scheduling and Events

  • Manage the details of the school's annual master calendar and implement the use of FMX.
  • Lead the Calendar Committee in the scheduling of all practices, rehearsals, meetings, and events for all campus venues and most campus departments in the event management software system
  • Work closely with the administration team to exercise concentrated vigilance of big-picture vision in scheduling of all reservations.
  • Resolve scheduling conflicts as necessary for events requiring Sr. Leadership attendance.
  • Support the planning and coordination of event logistics for all school events, including set-up, food, technology, maintenance, parking, and security needs.
  • Coordinate all furniture and large-scale facilities rentals needed for events on campus.
  • Ensure proper facilities staffing needs for event setups by overseeing Facilities Staff outlook calendar and Overtime Events schedule. 
  • Routinely meet with departments planning large/high-profile events to ensure proper planning. 
  • Manage all planning and logistics for annual Graduation ceremony. 

Food Service

  • Coordinate catering needs with the overall FMX system and reporting process for the school.
  • Work with catering vendor to create menus and standardized service and pricing that is available to standardize and simplify process.
  • Manage contract with kitchen equipment service company. 
  • Oversee quality and standards being met with food service provider and catering. 
  • Initiate annual renewal of Kosher lunch program offering.

Transportation

  • Act as main point of contact for specific parking and general transportation concerns on all three campuses.
  • Oversee all school-owned bus maintenance cycle and registration.
  • Coordinate event-specific parking needs of off-site parking, shuttle service, and valet service.
  • Review and coordinate all school-financed parking passes and tickets.
  • Annual review of MVR form records for insurance and update of driver roster. 

Security

  • Oversee the management and scheduling of security personnel and 3rd party contract. 
  • Address all operational issues with security vendor. 
  • Manage security coverage with account manager as needed for call outs. 

Business Office/Risk Management

  • Manage special projects as assigned. 
  • Maintain purchases in accordance with the budget for facilities and hospitality accounts. 
  • Maintain inventory of supplies for postage meters and RAPTOR printers. 
  • Participate in capital planning & RFP processes.
  • Oversee COI compliance for all vendors of the school via Trust Layer system. 
  • Assist in obtaining necessary COIs for vendors the Windward School uses. 
  • Liaise between school, insurance and legal as needed. 

Specific Requirements:

  • Excellent verbal and written communication skills.
  • Ability to speak and understand conversational Spanish required.
  • Strong clerical and organizational skills with a demonstrated initiative to build and implement improvements to office functions.
  • Experience managing event logistics from an operational standpoint (hotel, school, or other event management experience preferred).   Innate ability to gather and organize a vast array of information related to the execution of concurrent and varying events.
  • Experience working within a large, complex organization and ability navigate the intricate and constantly evolving moving parts of such an organization.    
  • Advanced knowledge of Microsoft Word, Excel, PowerPoint, and Outlook. 
  • Experience with any ticketing or event management system preferred, but is not required.  
  • A willingness to learn new software programs applicable to this position as needed.
  • Experience working in a school environment preferred.
    • A bachelor's degree is preferred.

Physical/Environmental Requirements:

  • Physical demands include lengthy periods of standing, use of computer and phones, and carrying heavy objects.