The Director of Event and Space Management will be responsible for coordinating, facilitating and assisting in the execution of campus event scheduling. Monitor all contractual agreements pertaining to meeting space requiring auxiliary services, physical set-up and special technical/audio visual needs for campus events. Assist in building excellent communications across service providers necessary to successfully execute events while maintaining stewardship of resources. Create process improvements, cost recovery models and develop policy in partnership with appropriate campus leaders. Supervise staff utilizing scheduling software and chair event resource providers working group. The position resides with the Business, Finance and Technology division of the University and reports to the Assistant Vice President for Technology and CIO.
Bachelor’s Degree in business management, hospitality management or related areas. Five to seven years of related experience. Preference given to applicants with experience building a new office of event and space management.
Special Skills Or Experience:
Excellent written and verbal communication skills with some experience in higher education preferred.
Experience with scheduling software platforms for space and facilities allocation like CollegeNet – 25LIVE software.
Demonstrated technical and reasoning skills
Full Time/Part Time: Full-Time Regular
Length Of Experience:
Successful candidates should have five to 8 years of event planning, space scheduling, and budget coordination experience.
Essential Duties and Responsibilities:
Maintain strong relationships with individual campus event planners and ensure that planning specifications are communicated for a successful campus event experience for attendees.
Monitor and manage black-out windows according campus priority departments and adjust as necessary to accommodate greatest utilization.
Monitor and enforce event deadline dates and work with campus clients to release meeting space/rooms not needed to maximize available staff and space resources. *Serve as lead contact with Student Life and Moseley Center operations to ensure student event scheduling receives appropriate support.
Chair weekly event planners resource group to maintain excellent communications between campus service providers.
Report utilization and advance planning calendar information weekly to supervisor.
Lead space utilization projects and develop processes for scheduling in partnership with key offices responsible for campus spaces.
Oversee processing of external contract payments and summarize costs associated with large events.
Provide financial reports updates to supervisor of internal and external event expenses to guide long term planning.
Actively participate in university master calendar planning.
Evaluate and guide management of facility reservation system (25LIVE).
Assist with planning and execution of summer camps and conferences in partnership with host departments.
Review safety plan for events to ensure compliance with state, local and university policies
Educate event planners on applicable processes and polices to host a successful event.
Work closely with Phoenix Card office and Campus Police to determine access requiring special door access.
Work with supervisor to create policies and procedures regarding departmental operations to facilitate effective resource utilization, standardized policies, and consistent information
Mentor and supervise student staff working in offices supporting event management (as required).
Serve as the functional administrator for the campus-wide space reservation system (25Live):
Communicate with the campus community on the space reservation process
Coordinate space requests with multiple (60+) building/facility schedulers
Provide user support to campus schedules and university guests
Collaborate with campus resource providers to support a broad group of activities/events throughout the year
Partner with Instructional & Campus Technologies to implement system updates/changes and train users of the 25Live System
Manage the bridge process between 25Live and PhoenixCONNECT (the student event registration system)
Manage event details and logistics as required for successful university events with no lead sponsor.
Developing alliances with key departments like Registrar's office, Cultural and Special Events, Admissions, University Advancement and the President's Office.
Other duties as assigned.
Elon University has built a national reputation as the premier student-centered liberal arts university that values strong relationships between students and their faculty and staff mentors. Elon's 6,700 students prepare to become the ethical leaders the world needs, putting their knowledge into action on campus, in the community and around the globe. Elon is known for academic excellence across the curriculum, and for experiential learning programs in study abroad, undergraduate research, leadership, interfaith dialogue, civic engagement and community service. Elon is ranked the nation's #1 master's-level university for study abroad and is a top-producer of Fulbright Student Scholars and Peace Corps volunteers. U.S. News & World Report recognizes Elon more than any other university in the nation for academic programs that
Elon University has built a national reputation as the premier student-centered university that values experiential learning and strong relationships between students and their faculty and staff mentors. Elon’s 7,000 students prepare to become the ethical leaders the world needs, putting their knowledge into action on campus, in the community and around the globe. Elon is known for academic excellence across the curriculum, and for engaged learning programs in study abroad, internships, undergraduate research, leadership and community service. Elon is ranked the nation’s #1 master’s-level university for study abroad and is a top-producer of Fulbright Student Scholars and Peace Corps volunteers. Elon leads the nation in the annual U.S. News & World Report recognition for academic programs that “Focus on Student Success.” More than 435 full-time faculty members teach in six academic units: Elon College, the College of Arts and Sciences; the Martha and Spencer Love School of Business; the School of Communications; the School of Education; the School of Health Sciences; and the School of Law. Elon’s four-year graduation rate of 79 percent ranks in the top 10 percent of U.S. private uni...versities. The student-faculty ratio is 12-1, and the average class size is 20. The university’s 656-acre residential campus in the Town of Elon, N.C., is consistently recognized as one of the nation’s finest environments for learning. The Elon Phoenix NCAA Division I athletic program is a member of the Colonial Athletic Association.