Job Description

The Events Manager is responsible for all aspects of event execution, including planning, organizing, managing logistics (such as facilities and room requests, the University's master calendar, caterers and food services, audience management activities, A/V and other technological needs), and works directly with vendors, guests, speakers, performers, and maintenance staff. Events range from small (10-15 people) to large (hundreds), including high-profile events, such as Commencement, Board meetings, galas, fundraising/donor and alumni events, important University milestones and community-wide celebrations, academic offerings, such as onsite intensives and weekend programs, practicum fair, open houses and info sessions, among others.

The Events Manager is a seasoned professional who employs top-notch skills to act as a comprehensive project and resource manager, always promoting a University branded experience, ensuring the smooth and effective delivery of events, and working to buoy employee and visitor morale. They will serve as primary contact across the University, from academic programs, to staff and faculty members, administrators, and external vendors, and take part in various aspects of University events.

The Events Manager will participate in extensive pre-event planning, utilizing best practices from past events, and identifying efficiencies for the events where possible. They will also oversee logistics, including preparing budgets, coordinating staffing needs, making travel arrangements, preparing materials such as event briefs, schedules/timetables, signage, and other printed collateral, purchasing items for events such as catering, mementos, parking allocation, and floral arrangements, and working with Business Operations on contracts for catering, venue, equipment, and tech services. They will work closely with Facilities & Business Operations, IT, and the Office of Strategic Communications & Relations (OSCR), as well as the Provost Division, Student Affairs, Advancement, Alumni Relations, among others. They will troubleshoot issues with a wide range of vendors, and interface with CIIS staff on all aspects of the events. They will also help to manage Office of Campus Experience & Events (OCEE) support staff, such as specialists and student workers.

This position is highly visible and collaborative, requiring a welcoming and professional presence. The ideal candidate will be supremely organized, hard-working, creative-with an eye for detail, flexible, a strong multi-tasker, great with deadlines, have a can-do attitude, and be willing to go the extra mile to ensure each event is executed flawlessly and in accord with CIIS' core identity.

This position serves as a key University resource, under the direction of the Director of Campus Experience & Events.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Working closely with the Director of Operations & Campus Experience to plan, staff, and budget for a 12-month calendar of events.
• Serving as the comprehensive program and resource manager and events producer for University events (e.g., generating ideas, liaising with suppliers and vendors, attending and running events).
• Working with the other OCEE staff to ensure all events operations and logistics protocols are followed.
• Working closely with the Facilities & Business Operations team to ensure all classes, events, conferences, and meetings run smoothly.
• Supervising support staff in Campus Experience & Events.
• Collaborating with various departments to understand the purpose, goals, and needs for University events.
• Anticipating needs and considering/planning for risks for each event.
• Contributing to and participating in long-range unit event planning.
• Working with facilities and other staff in building to maintain room calendars; managing the Colloquia calendars in accordance with MOU; managing space requests; monitor online reservation ticketing system and contribute to process improvement as necessary.
• Partnering with OSCR and other departments/offices to deliver a branded experience (e.g., organizing theme, space, staff, decorations, caterers, entertainment).
• Managing all logistical elements of events, including audio-visual and other technological needs, preparing budgets, coordinating staffing needs, making travel arrangements, preparing materials such as event briefs, schedules/timetables, signage, and other printed collateral, purchasing items for events such as catering, mementos, parking allocation, and floral arrangements, and working with Business Operations on contracts for catering, venue, equipment, and tech services
• Hiring and training appropriate temporary event staff, if needed.
• Managing set-up, tear-down, and clean-up operations (working closely with Facilities Manager).
• Coordinating with OSCR content for event registration website.
• Ensuring each event is delivered with care, consideration, and collaboration.
• Managing the overall on-campus experience for the University's events and maintaining a high-level of service and quality control for daily operations.
• Documenting event processes and conducting post-event check-ins and reports.
• Assisting the Director of Campus Experience & Events with special projects and initiatives as needed.

PM22

MINIMUM QUALIFICATIONS

• Advanced skills in all aspects of event planning / management, including a thorough understanding of effective design, organization, and production of quality events.
• Highly organized, superb attention to detail, able to initiate, prioritize and manage multiple, varied, and detailed tasks.
• You're a people person: you have masterful interpersonal communication skills to build and maintain relationships at all organizational levels and with a variety of public.
• Superb judgment, decision-making and problem recognition and resolution skills.
• Proven success in exercising sound, independent judgment. Ability to maintain confidentiality, and act with professionalism and discretion with sensitive information.
• Ability to lead in the development, implementation, management, and evaluation of complex events involving multiple constituencies, internally and externally.
• Experience developing accurate program budgets; the ability to forecast expenses and income.
• Excellent verbal and written communication skills to effectively communicate with diverse populations with competing priorities.
• Advanced skills at responding effectively to priorities and setting deadlines and proven ability to work on many tasks simultaneously.
• Ability to establish a strong network of both internal and external contacts to build knowledge about events and programs in order to secure support for foundation needs
• Demonstrated commitment to and understanding of diversity, equity, inclusion, and belonging.
• Bachelor's degree in related area and / or equivalent experience / training.
• Five+ years experience in event management and production or related work experience.

ENVIRONMENTAL DEMANDS

Occasional work performed alone with ability to work remotely from time-to-time. Collaboration and constant work around and with other people.

PHYSICAL ABILITIES

This position requires attention to detail, good memory, ability to work under deadline pressure, sitting and standing for long periods of time, oral and written communication, keyboarding for significant portions of the workday, pushing, pulling, bending, stooping, reaching, patience, and tact to perform the essential functions.

LOCATION

This position reports to the Director of Campus Experience & Events and is 100% on Campus (in-person).

WAGES AND BENEFITS

Salary range: $70,000 - $80,000 (commensurate with experience).

NOTES TO CANDIDATE

• Working Conditions - Duties are primarily performed in an office environment at a desk or computer terminal, typically Monday through Friday.
• Background Check - Due to the sensitivity and requirements of this position, you should expect to undergo and be cleared of an employment background/criminal check, if extended an offer for employment. You may also be asked to provide proof of educational degree(s), licenses, or credentials pertinent to the position. If your job requires driving on behalf of CIIS you will be required to provide proof of a valid driver's license.
• Visa Sponsorship - Visa sponsorship is not available for this position. Applicants must currently be authorized to work in the United States for any employer.
• Relocation Assistance - This position is not eligible for relocation assistance.

EQUAL EMPLOYMENT OPPORTUNITY POLICY

CIIS strives to cultivate and preserve a culture of inclusion and belonging as part of its Seven Commitments. More than accept difference, we honor and celebrate our staff's diversity of experiences, perspectives, and identities. Together, our community creates and maintains working and learning environments that are inclusive, equitable, accessible, and welcoming.

CIIS is proud to be an equal opportunity employer. We are committed to providing an open, fair, inclusive, non-discriminatory environment for all individuals across differences of race, religion, sexual orientation, gender identity, national origin, socio- economic status, ethnicity, age, physical ability, or medical condition. We seek to increase the presence, representation, and inclusion of U.S. historically under-represented people of color, international, bilingual, and bicultural students, faculty, and staff; and, to provide an environment that will attract and retain individuals identified as lesbian, gay, bisexual, transgender, queer, questioning and intersex (LGBTQQI+). CIIS is committed to compliance with all fair employment practices regarding citizenship and immigration status.