What are the responsibilities and job description for the Event Services Manager position at LeTourneau University?
POSITION DESCRIPTION :
Job Overview :
LeTourneau University is seeking a detail-oriented and organized individual to fill the position of Event Services Manager for LeTourneau University. This role will be responsible for overseeing event setups across campus, assisting the Director of Auxiliary Services with event management, coordinating rental contracts, agreements, and scheduling for the Athletic & Human Performance Air Dome. The ideal candidate will possess excellent organizational and communication skills, have experience in event planning or facilities management, and provide outstanding service to the university community and external clients.
Key Responsibilities :
Event Setup Coordination :
Manage event setups, breakdowns, and changeovers across campus, including but not limited to classroom arrangements, banquet halls, conference rooms, and outdoor spaces.
Supervise staff and student workers in the setup and breakdown of event spaces.
Coordinate with Conference & Events Services to ensure that venues are prepared in accordance with client specifications, ensuring safety and efficiency in all operations.
Services Management :
Maintain the inventory of items and ensure all equipment is functional, properly stored, and available as needed.
Continuously assess and improve processes related to event setups and management.
Scheduling of all events in the Athletic & Human Performance Air Dome for internal users and external customers via EMS program.
Contract Management :
Draft, review, and manage rental contracts and scheduling for both internal and external clients requesting use of the Athletic & Human Performance Air Dome & Belcher Center, ensuring compliance with university policies and procedures.
Work closely with the Director of Auxiliary Services on event coordination and daily tasks.
Monitor contract deadlines, payment schedules, working with the Assistant Athletic Director & Belcher Center Director on compliance with agreed terms.
Budgeting and Cost Control :
Assist in budget planning for events, ensuring cost-effective solutions for equipment rental and event setup needs related to campus events.
Work closely with the Director of Auxiliary Services and the Assistant Athletic Director to track expenses for rental equipment, labor, and other event-related costs to stay within budget. Provide regular updates to the Director of Auxiliary services and the Assistant Athletic Director regarding budgetary status.
Quality Assurance :
Conduct quality checks before, during, and after each event to ensure high standards of service are met.
Proactively resolve issues related to event setups, rentals, or equipment problems to ensure seamless event setups.
QUALIFICATIONS : Qualifications :
Education :
Bachelor’s degree or equivalent experience in hospitality management, event management, business administration, athletic programming or related field.
Experience :
At least 3-5 years of experience in event management, facilities coordination, or a related field.
Experience managing contracts, rentals, or vendor relationships is preferred.
Experience with budget management and cost control for events is a plus.
Skills and Abilities :
Strong organizational skills and the ability to manage multiple tasks and deadlines simultaneously.
Excellent verbal and written communication skills.
Detail-oriented with a focus on providing exceptional service to clients and event participants.
Ability to work independently and as part of a team in a dynamic environment.
Proficiency in Microsoft Office Suite and event management software (e.g., EMS, or other event software, etc.).
Physical Requirements :
Ability to lift and carry up to 50 pounds.
Must be able to stand, walk, and perform event setups for extended periods of time.
Other university duties as assigned.
Work Environment :
An acceptance of and commitment to Jesus Christ as Savior and Lord.
This position may require occasional evening and weekend work depending on event schedules.
The role will involve working both indoors and outdoors, and may require interaction with diverse groups of students, faculty, staff, and external clients.
SALARY : Compensation will be commensurate with experience. Benefits package includes health insurance, retirement plans, and other university-specific perks
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