Manager of Events and Auxiliary Services

The Events Manager will provide oversight of the Office of Events Management and Auxiliary Services while providing assistance for the University and general public for events hosted on the campus of Fisk University. The position will further the university's strategic direction by helping coordinate, facilitate, and serve as a guide for university events and program planning while delivering excellent customer service. The role will also be responsible for viewing and authorizing event requests, monitoring and tracking reservations and logistical information, and providing planning assistance and resources to academic, administrative, and external schedulers. The role requires excellent interpersonal skills to build relationships with both internal and external constituents.

ESSENTIAL FUNCTIONS

• Oversees the department by facilitating both internal and external events by reserving rooms/spaces, communicating with reserving parties, arranging facilities and catering, negotiating space contracts, checking configurations, and coordinating audio-visual as well as obtainment of supplies
• Conducts space by contributing to the efficient use of university space, including classrooms, meeting rooms, and other conference spaces, by maintaining the flow of scheduling information.
• Works with Information Technology Services to maintain the scheduling and events management system.
• Facilitates and coordinates changes to scheduled rooms by re-assigning rooms in the event of an emergency, coordinating with Facilities Management concerning maintenance, building opening and closing, and reassignment of department courses, and providing alternate schedule options for classes and events.
• Assist with planning and coordinating faculty and staff internal programs/events, including employee engagement events (service awards), opening and MLK Day Convocations, alumni, corporate and sponsor-related event.
• Manages the university calendar; partners with specific departments regarding event; and communicates with key staff and faculty members across the university. Provides reports to decision makers by running queries, room matrixes, time conflict reports, confirmation reports, room usage reports, and building utilization reports and developing comparative data modules.
• Prioritizes and responds to routine inquiries (via phone, e-mail, conventional mail).
• Coordinates appointments and visits to spaces and ensures events are on the University and divisional calendars.
• Assists with the check in or informational areas for select events and identifies volunteers, venue personnel, and staff for those events; closes out events as required.
• Assists with budget monitoring, preparation, and reporting.
• Generates requisitions and reports related to event finances.
• Serves as liaison with vendors on event-related matters.
• Attends meetings related to events on campus.
• Maintains customer relations management system and shares relevant information with appropriate groups.

SECONDARY FUNCTIONS

1. Assist in increasing revenue and marketing event spaces to internal and external partners.

2. Serves as a multi-functional support team member and assists departments with external partners.

3. Trains faculty, staff and students on space management system.

4. Other duties as may be assigned.

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES

Highly proficient in Word, Excel, Outlook, PowerPoint, and relational databases. Possess good oral and written communication skills. Thorough knowledge of correct English grammar, spelling, and punctuation. Accuracy and attention to detail. Ability to learn, interpret, and apply a wide variety of policies and procedures. Ability to organize and plan work and projects including handling multiple priorities. Ability to make independent decisions and exercise sound judgment. Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.

ORGANIZATIONAL RESPONSIBILITY

Supervise work study student employees and eventually events management coordinator.

Education: A bachelor's degree and/or equivalent training and administrative work experience.

Experience: Three to five years of proven work experience in database applications including report writing, running queries, creating database tables, and working with word processing and spreadsheet applications. Experience with an Events Management Systems. Experience in maintaining facilities scheduling.

Licenses or Certificates: None required.

Additional Requirement: A background check will be required of the successful applicant. An official transcript (if applicable) and names, addresses and phone numbers of three (3) references will be required of the successful applicant.