Event Manager

$68,000 - $71,000/Yr

Chapman University - Orange, CA

Full-time

Orange, CA

Educational Services

About the position

The Event Manager at Chapman University plays a crucial role in the planning and execution of events that are not only successful but also comply with university and city regulations. This position demands a high level of critical thinking, advanced problem-solving abilities, and exceptional customer service skills. The Event Manager serves as a representative of the Event Operations department, engaging with the campus community to ensure that events are inclusive and engaging for all participants. Patience, kindness, and strong customer service skills are essential for success in this role. In this capacity, the Event Manager collaborates closely with campus event planners and partners, overseeing the entire event coordination process from initial concept to successful execution. Responsibilities include assisting with space reservations, ensuring adequate resources for events, crafting event diagrams, maintaining communication with campus partners regarding event details, verifying event setups, and staffing events. Additionally, the Event Manager is responsible for managing the utilization of campus spaces and the day-to-day functionality of the campus space scheduling system, 25Live. This includes providing regular training sessions to campus partners on how to effectively use the system. The role requires flexibility in scheduling, as it may involve working evenings, weekends, and holidays to accommodate various events. The Event Manager must also maintain event files, organize event data, and complete post-event reports to evaluate success and suggest improvements for future events. This position is integral to ensuring that Chapman University’s events meet both university and departmental goals, fostering a vibrant campus community.

Responsibilities

• Manage event logistics from beginning to end, including event scheduling, requesting set-up/media equipment, event calendar listings, and all other event logistics.
• Interface with campus partners (facilities, public safety, media services, etc.) to make all pertinent arrangements for events.
• Manage on-site event logistics, including arranging catering, signage, displays, special needs requirements, staging, set-up, and other required event details.
• Act as a personal point-of-contact to address concerns about event arrangements and seek appropriate solutions, maintaining client contact and communication throughout the event process.
• Create and maintain guides and checklists to assist in the event planning process in collaboration with the Director of Event Scheduling Services.
• Host training sessions and/or open hours for event planners.
• Maintain event files and organize event data.
• Manage and evaluate events to ensure university and department goals are met.
• Complete post-event reports and suggest improvements for future events.
• Assist with the management of the central space reservation system, including reviewing and approving event requests in 25Live, identifying issues and potential conflicts with scheduling or event resources, ongoing database cleanliness tasks, creating reports, and other tasks as assigned.

Requirements

• Minimum 4 years event planning experience, with increasing responsibilities (including leadership role in coordinating).
• Strong attention to detail and accuracy, in both print and digital media.
• Strong commitment to teamwork and service.
• Proven experience managing multiple priorities and changing timelines.
• Excellent interpersonal skills with diverse groups and individuals at all organizational levels, both inside and outside of the University.
• Proven skills to organize, coordinate and execute logistics for scheduling, meetings and special events, including facilities, media services and catering.
• Basic accounting skills to complete basic financial forms and reconcile expense reports.
• Strong written communication skills to prepare clear, concise, and grammatically correct business correspondence, including solid editing and proofreading skills.
• Strong problem solving and analytical skills, including the ability to formulate and communicate logical conclusions and recommendations.
• Time management and organizational skills, including the ability to work on several tasks concurrently and prioritize responsibilities.

Nice-to-haves

• Bachelor's degree or equivalent education or experience related to the duties and responsibilities specified.
• Working knowledge of event-related University policies and procedures.
• Knowledge of Chapman campus venues, services, and departments.