What are the responsibilities and job description for the Assistant Events Manager position at Drake University?
Reporting to the University Events Manager, this position will help schedule, facilitate and execute a consistent coordination of University events involving students, faculty, staff, and various departments. Continuously cultivate a strong community engagement with outside organizations, by securing space, assisting with event planning, and ensuring contracts, insurance requirements and invoicing needs are met. Daily duties include facility operations such as space reservations, room set-ups, and coordination of event services and staffing, including but not limited to facilities, public safety and catering staff, audio-visual and other necessary equipment. Manage and supervise a student staff that is responsible for setting, managing and tearing down various events. A strong background in A/V and technology is preferred.
Duties:
Function
Percent
Description
01
30%
Coordinate, facilitate and execute on campus events in close collaboration with students, faculty and staff. Identify appropriate space, technology and set up needs. Communicate event services needs including facilities, event security, catering, parking, and other event related needs. Perform set-up and tear down.
02
30%
Assist in coordinating and managing contracted events and summer camps and conferences, to ensure proper correspondence and needs are met at the highest level. Work with the Events Office Manager to ensure all rental events have proper contracts, liability insurance, and billing procedures in place prior to the execution of events. Also ensure proper follow up with all groups is done in order to provide accounting needed resources for billing of groups.
03
10%
Assist the Director of Olmsted Operations with day to day facility operations, events in the Olmsted Center and coordination of student staff that is setting, managing and tearing down those various events.
04
10%
Work with Events Manager in updating the University EMS scheduling system and events calendar in order to communicate varying level of events that are taking place on the same day, overlapping with class schedules and other larger university events, ensuring parking and other services are met for all parties.
05
10%
Promote Drake University by working with University Communications to develop an accessible and easy-to-use Events Office website, promotional materials and publications to increase awareness of available university facilities.
06
5%
Consult with other event planning professionals to stay current on standards and trends. Draft and update policies and procedures to reflect best practice.
07
5%
Manage student staff and others to ensure event implementation.
08
0%
Performs other duties as assigned.
Qualifications:
Education: College degree required. Associate Degree required, bachelor’s preferred.
Minimum of 1-3 years experience working in events planning, project management or related field.
Ability to organize, supervise, and administer.
Knowledge and appreciation of the intricacies of the entire collegiate calendar and potential conflicts.
Ability to apply policies equitably and recognize unusual requirements.
Must be well-organized and able to keep work up to date.
Meets people easily and maintains composure during scheduling crises.
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