The Events Manager position is responsible for providing leadership for the College of Business Student Engagement program and the Career Success Center through overall event coordination and management. This will be accomplished by providing oversight for pre-event planning through execution of plans, budget oversight and forecasting, and reviewing/analyzing outcomes related to events.
This position establishes and maintains relationships with internal and external stakeholders, including university faculty, administrators, committees, federal, state, and local agencies, and professional associations to ensure successful execution of events.
This position will supervise a team of 5-7 student employees and may be tasked with supervision of classified and/or professional faculty in the future.
80% EVENT PLANNING AND MANAGEMENT :
Responsible for planning and overseeing all aspects of event management before, during and after the event. Events include but are not limited to:
- Student Engagement events and activities
- Welcome to the Majors
- Mentoring Program
- Networking Nights
- Career Fair (in Coordination with OSU Career Development Center)
- Fridays in Austin (Travel Fridays, Panels, Meet Ups)
- Professional, personal and leadership development events
- Experiential Learning Opportunities (Job Shadowing, Informational Interviews, etc.)
- Dean’s Academy Events
Successful event management includes organizing all event logistics such as securing facilities/venues, coordination of audio/visual technology needs with appropriate departments, working with vendors to create service contracts, allocation of resources, and delegating tasks to student employees and/or other staff as appropriate. Events may take place in a variety of locations on and off campus, including student resident halls, and may include interacting with minors as part of regular programming activities.
Responsible for managing and executing overall event budget, to include negotiating contracts and pricing for services such as, but not limited to, guest speakers, lodging, transportation, food service, technology needs, rental equipment, and travel arrangements. Manages vendor invoices and contracts to ensure high quality and cost effective services. Responsible for anticipating future spending on events.
Facilitates communication between all stakeholders involved with, and impacted by events. Acts a representative of the College in all event communications.
Works with College of Business Information Services to manage electronic event registration and tracking system. Reports on attendance figures and other data for further analysis and potential use in developing programming.
Works with College of Business Marketing & Communications team to ensure compliance with University and College branding guidelines in all marketing activities.
Develops and enforces procedures and practices to ensure quality and safety standards for events.
Develops and maintains an organized, accessible, electronic system of documentation.
Responsible for evaluating event results and outcomes and implementing improvements in support of organizational mission.
Ensures compliance with University policy, and state, federal regulations.
This position may require the use of a personally owned vehicle or use of an OSU vehicle to carry out position duties, such as driving students to and from events (Travel Fridays).
This position will have access to multiple student resident halls in direct support of position duties and will have access to minors in carrying out Pre-College programming conducted by Student Engagement.
Supervises and provides lead work to team of 5-7 student employees. Provides lead work to classified and professional staff within Student Engagement and the Career Success Center as needed in support of event management, and may be tasked with direct supervision of staff in the future.
5% OTHER DUTIES
Other duties or projects as needed in support of Student Engagement, the Career Success Center, and the College.
Bachelor’s degree in Business, Marketing, Hospitality Management, or closely related field.
Three plus (3+) years of professional experience planning and managing events.
Proficiency in software applications including Microsoft Word, Excel, Outlook, Publisher, and Adobe Acrobat.
Experience managing multiple, competing assignments simultaneously and working under pressure.
Experience setting priorities, developing work plans, monitoring progress, and tracking details/data/information.
Ability to manage time effectively, both independently and in a team environment.
Excellent verbal and written communication skills, organizational skills, and attention to detail.
Ability to implement creative problem solving and make independent decisions with little to no oversight.
Ability to maintain professional decorum and show a high level of diplomacy with all students, university employees and stakeholders.
Demonstrated ability to provide high-level customer service.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months.
This position requires driving a University vehicle or a personal vehicle on behalf of the University; therefore, the incumbent must successfully complete a Motor Vehicle History Check, possess and maintain a current, valid driver’s license in their state of residence, be determined to be position qualified and self-report convictions as per OSU Standard 576-056-0000 et seq.
Preferred (Special) Qualifications
Knowledge of event vendors in the Willamette Valley and beyond.
Project management experience.
A demonstrable commitment to promoting and enhancing diversity.
Working Conditions / Work Schedule
Generally 8am-5pm Monday through Friday but regular evening and weekend hours are expected to oversee events.
The ability to set up/arrange various types of equipment and furniture as needed for a variety of events. This includes but is not limited to transporting, positioning, and/or moving items that weigh up to 50lbs.
This position will require driving a personally owned vehicle or university vehicle in support of event management and to provide transportation for students to and from events, as needed.
This position requires a clear and unambiguous commitment to compliance of all National Collegiate Athletic Association (NCAA) regulations for Division I (FBS) universities.
Posting Detail Information
Number of Vacancies
Anticipated Appointment Begin Date
Anticipated Appointment End Date
Full Consideration Date
Indicate how you intend to recruit for this search
Competitive / External – open to ALL qualified applicants
Special Instructions to Applicants
When applying you will be required to attach the following electronic documents:
1) A resume/CV that includes the names of at least three professional references, their e-mail addresses and telephone contact numbers (upload as ‘Other Document’ if not included with your resume/vitae).
2) A cover letter indicating how your qualifications and experience have prepared you for this position.
For additional information please contact Amy Neuman, email@example.com.
OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OSU STANDARD 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months.
This position requires driving a University vehicle or a personal vehicle on behalf of the University; therefore, the incumbent must successfully complete a Motor Vehicle History Check, possess and maintain a current, valid driver’s license in their state of residence, be determined to be position qualified and self-report convictions as per OSU STANDARD 576-056-0000 et seq.
Offers of employment are contingent upon meeting all minimum qualifications including the Criminal History Check Requirement and Motor Vehicle Check Requirement.