Event Manager-Conferences Job at Loyola University Chicago
Position Details
Position Details
Job Title
Event Manager
Position Number
8102464
Job Category
University Staff
Job Type
Full-Time
FLSA Status
Exempt
Campus
Maywood-Health Sciences Campus
Department Name
CONFERENCE SERVICES
Location Code
ALL CAMPUS SUPPORT
Is this split and/or fully grant funded?
No
Duties and Responsibilities
The Event Manager-Conferences will assist as the on-site facility contact at Health Sciences and Water Tower Campuses and is responsible for managing the setup, execution, and breakdown of events/programs occur. This position coordinates day to day operations within various facilities, including opening and closing of the building, and responding to inquiries and needs regarding events occurring in spaces. This oversight ensures that safe and well-executed events/programs which occur to support the recruitment and retention goals of the University.
Primary responsibilities include:
Primary responsibilities include:
- Assists with events/programs and day-to-day operations at the Health Science (HSC) and Water Tower (WTC) Campuses.
- Oversees development, implementation of 25Live calendar and activity scheduling system for HSC events, as well as Room Scheduler for the HSC events. Coordinates facility rentals reservations through 25LIVE and Room Scheduler.
- Plans, schedules and supervises daily operations and event/activity production for all HSC non-academic spaces. This includes planning and executing timely setups, set teardowns, changeovers for all events and programs.
- Maintains event and activity reports, maintenance and repair service logs, safety and incident reports, injury/accident reports, facility setups information sheets, facility comments and concerns logs including actions taken to provide quality customer care and service.
- Serves as departmental contact person for inquiries, requests and reservations from campus and outside communities regarding services that the department provides. Maintains collaborative relations with campus departments to facilitate requested services (including Catering, Audio/Visual, room set up, event marketing, etc.)
- Hire, train, supervise, and evaluate student staff, and the on-going management of HSC and WTC student staff.
- Work directly with the Director on student staffing plans, training of student staff, customer service provided by student staff, and the on-going management of the HSC and WTC student staff.
- Responsible (with assistance) for all student staff meetings, reward and discipline programs, and all special gatherings throughout the year.
- Website development including making sure that all information on websites are up to date.
- Assist in Campus-wide operations as they relate to key university events and external reservations.
- Serve as one of the 24/7 on-call representatives for Conference Services and university events throughout the year. Coordinate with operations team for on-call coverage throughout the year.
- Support student groups, university departments and other campus affiliates in their event marketing efforts through the promotion of advertising opportunities in various locations on campus (ex. tabling/banner reservations, etc.)
- Work closely with Human Resources – payroll processing in relations to student payroll issues and time card completion.
- Assists in the coordination and implementation of the HSC and WTC Risk Management, Evacuation, Continuity and Contingency Plans and drills for student staff, clients and guests.
- Annually revises facility operations policies, procedures and manuals as it relates to events.
- Assist as a liaison for various vendors with regard to special projects.
- Track and assess facility related inventory that is critical to campus events. This equipment includes, but is no limited to, furniture (tables/chairs, bedding), various technology and audio-visual.
- Recommend new ideas and techniques in event planning/management and revenue opportunities.
- Make and prepare budget recommendations and projections (e.g. revenue and expense) for annual facilities maintenance goals.
- Assist with lodging/housing recommendations and accommodations when needed during conference groups and year round guest stays.
- Conducts walk-throughs and pre-con meetings, as well as handles phone calls and e-mail communications. Helps clients create their events.
- Directs the HSC service provider meetings.
- Provides sign-off of events held on the Health Science and Water Tower Campuses that they are ready to be invoiced.
- Helps sell our services to current and prospective clients.
- Supports lodging and concierge program.
- Helps to provide exceptional customer service to campus guests.
- Serve as customer relations specialist and point of contact with visitors and clients while providing quality customer service to all departments and campus partners at HSC and WTC.
- Will assist LSC with events, housing, and hotel support and client services when needed. This position must be flexible and work evenings, overnights and weekends in order to operational support the events and housing operations.
- Performs other duties as required. To include assisting and providing backup service to other Conference Service Managers.
- This position requires a flexible schedule including evening and weekend hours as needed.
Minimum Education and/or Work Experience
Bachelor’s degree supplemented with 3 or more years’ of experience working in facilities, project management or related field. An equivalent combination of experience and education may be considered.
Qualifications
Minimum 3-5 years experience managing events
Strong organizational skills, multi-tasking ability and attention to detail
Self-starter and able to work independently
Exceptional written and verbal communicator
Calm and positive attitude during busy and sometimes stressful activities
Ability to work efficiently and collaboratively with others, responsive and accountable to deadlines, adapts well to changing needs
Strong organizational skills, multi-tasking ability and attention to detail
Self-starter and able to work independently
Exceptional written and verbal communicator
Calm and positive attitude during busy and sometimes stressful activities
Ability to work efficiently and collaboratively with others, responsive and accountable to deadlines, adapts well to changing needs
Certificates/Credentials/Licenses
Certifications are not needed for this position.
Computer Skills
Proficient in Microsoft Office Suite and tools
Versed in Google Suite Tools: Drive, Docs, Spreadsheets
Versed in Google Suite Tools: Drive, Docs, Spreadsheets
Supervisory Responsibilities
Yes
Required operation of university owned vehicles
Yes
Does this position require direct animal or patient contact?
Yes
Physical Demands
Lifting, Carrying, Standing, Climbing, Crawling/Kneeling, Repetitive Motions
Working Conditions
Irregular Hours
Open Date
10/21/2022
Close Date
Special Instructions to Applicants
As one of the nation’s largest Jesuit, Catholic universities, Loyola University Chicago fosters a transformative cultural experience that honors
diversity, equity, and inclusion
. We are committed to not only recruiting, but also retaining a diverse, mission driven workforce and enabling a culture of inclusiveness in an environment that values service excellence, stewardship, personal well-being, and professional development for all of our employees. Loyola University Chicago supports its staff and faculty with a wide array of affordable, comprehensive and competitive
benefits
centered on health and wellness, financial security, equity, and work-life balance. We actively seek those who wish to join our faculty, staff, and students in a community of diverse opinions, perspectives, and backgrounds supporting our Jesuit mission and striving toward the same goal of being persons for and with others.
Diversity and Inclusion Statement
Quick Link for Posting
https://www.careers.luc.edu/postings/22464
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