Conference Services Event Manager-HSC - #740790

Loyola University Chicago

Date: 01/15/2022 01:00 AM

City: Maywood, Illinois

Contract type: Full Time

Work schedule: Full Day

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


Location Code STUDENT COMPLEXES (03904A)

Is this split and/or fully grant funded? No

Duties and Responsibilities
The Event Manager-HSC will assist as the on-site facility contact at HSC 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:

  • Assists with events/programs and day-to-day operations at the Health Science Campus (HSC).
  • 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 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 student staff.
  • Responsible (with assistance) for all student staff meetings, reward and discipline programs, and all special gatherings throughout the year.
  • Serve as a backup on all web-site 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 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 final sign-off of events held on the Health Science Campus 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.
  • Assist the WTC & LSC with events, housing support and client services when needed.
  • Assist with training and working with the student Ambassador Staff program. The Ambassador program aids guests, students, staff and faculty through safety measures, protocols, and guidelines during state of emergency or pandemic situations.
  • Assist with COVID-19 collection sites, directing the student ambassador staff in daily operational support, and guaranteeing that each are following all regulations and HIPPA laws
  • Performs other duties as required. To include assisting and providing backup service to other Conference Services Managers.

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

  • 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

Certifications are not needed for this position

Computer Skills
Proficient in Microsoft Office Suite and tools

Versed in Google Suite Tools: Drive, Docs, Spreadsheets

Supervisory Responsibilities Yes

Required operation of university owned vehicles No

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 01/14/2022

Close Date

Special Instructions to Applicants

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