SUMMARY OF RESPONSIBILITIES
The Event Operation Manager plays a crucial role in organizing and overseeing campus events, ensuring seamless logistics and collaboration with other departments and external vendors. A key part of this position involves working closely with internal (i.e., variety of SU Departments, Aramark, SSC, etc.) and external entities (i.e., city, county, etc.) for effective communication and event planning. The manager is also responsible for managing various event spaces on campus, driving student engagement, and generating revenue. To achieve quarterly goals, the Events Operations Manager collaborates with the Director and Assistant Directors to market event spaces, attract new clients, and oversee student staff. Ultimately, this role aims to bolster the university’s revenue while adhering to Schreiner University Service Standards.
- Ensures all events on campus are held to the highest level of quality customer service and Schreiner Standards are implemented to our students, faculty, staff, and external customers.
- Fiscal management and stewardship of Auxiliary Services enterprises to include goal setting and achievement strategies, to maintain or exceeding budgeted sales and profits in all event areas.
- Understands all the functions of the assigned Auxiliary Services units:
- Events – facility management of all rental spaces on campus.
- Schreiner Outfitters – retail management of goods.
- Mail Center – processing of daily mail (in and out of university).
- Maintain online presence/social media through team collaboration by providing information and updates on events. Maintain the event contracts and invoicing ensuring financial records are up to date on daily basis.
- Works with Director and Assistant Directors to seek opportunities for future initiatives and revenue development consistent with the University needs.
- Oversees recruitment, hiring, orientation, training and supervision of event interns and event student workers.
- Meets projected deadlines and manages multiple tasks.
- Partnering with internal team members to ensure the events success.
- Provides assistance to Director and the Assistant Directors for the annual planning and management of Auxiliary Services budgets – monitoring for profitability.
- Markets facilities to campus as well as to the external community.
- Managing, marketing, and promoting summer camps, conferences, special events and athletic events in an entrepreneurial environment.
- Experienced in word processing, database, and spreadsheet software.
- Facilitates and maintains positive and collaborative communication between Auxiliary Services, Aramark, and internal and external departments, agencies, office, and organizations (i.e., Fire Marshal, Kerrville Police department, EMS and other city/county entities, etc.).
- Maintain event schedule of all campus spaces including fields, meeting rooms, dining rooms, classrooms and outdoor areas using the university’s campus scheduling software (Astra). More specifically event spaces include but not limited to The Hill Property, The Weston House (Kerrville Hills Winery), Trailhead Beer Garden (Pint and Plow – Kerrville, Texas) and other contracted facilities such as Tivy Stadium and the Hill Country Youth Event Center.
- Ensures inspection, inventory, maintenance, repair, refurbishment and replacement of all assigned furnishings and equipment.
- Evaluates operational procedures/policies and develops and implements new strategies for designated area.
- Works with Director and the Assistant Directors to build and enhance business relationships in the community, and represents the University at local, regional, and national events.
- Serves on appointed University committees, providing expertise and insight for university initiatives.
- Collaborates with Campus Operations regarding facility improvements, renovations, and routine maintenance. Fosters cooperative work environment.
- Meet quarterly revenue goals set forth by the annual operating budget.
- Coordinate with the Director, Assistant Directors, and clients to market event space rentals, summer camps, as well as bringing in new clients in.
- Will dress appropriately when job expectations are required, during an event as manager on duty or for set ups to ensure safety standards are met.
- Work with Director and the Assistant Directors on communications, logistic, layouts and general knowledge of the events with the contracted food and beverage services including concessionaires.
- Maintains the use and operation of audio and visual equipment in CCAC ballrooms and coordinates with Information Technology Systems, ITS, on the maintenance and operation of other event spaces on campus.
- Ensures the Schreiner University Service Standards are always met in each essential function of the Auxiliary Services components.
- Represents the University with community service groups and various professional associations.
- Contributes to team effort by accomplishing related results as needed.
- Act as liaison to departments, campus administration and outside agencies.
- Maintains University safety rules.
EDUCATION, EXPERIENCE AND SKILLS REQUIRED
- Bachelor’s Degree in Business Administration or related field preferred.
- Four years progressively responsible, professional experience related to area of assignment, including two years of lead or supervisory experience.
- Demonstrated organizational skills and ability.
- Experienced in Microsoft Office Suite programs.
- Ability to clearly communicate verbally and in written form.
- Professional demeanor on phone, ability to politely manage a variety of customers.
- Ability to learn quickly and with minimal guidance.
- Must have a valid Texas driver’s license, related insurance, and safe driving record.
- Convey information clearly and accurately.
- Strong computer skills.
- Open to a variety of people/experiences.
- Ability to work nights and weekends.
- Can think critically and solve problems efficiently.
- Understands the importance of “a polished product”.