"Event Manager"

General Summary of Position:

The Event Manager is responsible for planning, managing, and organizing functions and events. On rare occasions they will collaboratively advise an event liaison who is leading event planning within another division. The Manager obtains or coordinates with the event host or unit liaison to provide all necessary services and supplies for the function/event. Using the room reservation system and master calendaring process, the manager supports the host in securing the appropriate venue and timely calendaring and advertising of the event/function. The Manager ensures that all guests are taken care of from registration/invitation through the event. When working with a liaison the Manager ensures that they follow protocol and supports them in achieving their event goals as assigned.

Responsibilities:

The Event Manager may perform these responsibilities entirely or collaborate with an event liaison (staff member assigned to events within another division). In addition, these duties may be reallocated across the events team at the direction of the Director of Protocol and Special Events.

• Responsible for planning and executing internal functions and events as assigned.
• Coordinates event set-up/tear-down of all assigned events, activities, and programs.
• Maintains a supply inventory for assigned events.
• Processes payments of all event-related expenditures, track event expenditures and prepares final event reports.
• Participates in all event activities, including planning, venue selection, personnel, managing event registrations, handling catering orders, preparing event materials such as name tags, place cards, and programs, managing linens, handling event decor and design, and providing excellent customer service to event guests.

Other Duties:

The above statements describe the general nature and level of work the individual(s) assigned to this position perform. They are not intended to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Job responsibilities and activities may be modified or changed at any time, with or without notice. The Ursinus College Human Resources department will periodically audit job descriptions to ensure they are up-to-date and reflect the essential responsibilities and duties of the job.

Qualifications:

Common Knowledge, Skills, and Abilities

• Possesses strong customer service skills and professionalism in all interactions.
• Knows how to use Microsoft Office products.
• Has working knowledge of room reservation systems (e.g., EMS) and event registration applications (e.g., Constant Contact).
• Keeps accurate written records.
• Uses sound judgment, initiative, and a keen eye for detail.
• Can prioritize and work under stress as required.
• Comfortable planning with and directing the work of others involved with an event (e.g., event technicians, student workers).
• Demonstrates excellent organizational, time management, communication, and interpersonal skills.
• Can communicate and collaborate effectively with a diverse constituency of faculty, staff, alumni, students, and the public.
• Shows flexibility in accommodating unpredictable demands and can work a flexible schedule to accommodate event(s), including nights and weekends.
• Manages multiple tasks well and can perform all duties while remaining personable and professional.
• Shows attentiveness to the needs of event hosts and event liaisons and proactively responds to their needs.
• Experienced in different communication techniques and marketing approaches for functions and events.