Event Operations Manager, Event Management

This position is responsible for planning, coordinating, and overseeing the Event Management team's venue setup, strike, and summer housing functions.

Venue Setup & Strike Responsibilities:

• Create and maintain a detailed venue setup and strike schedule using information from EMS (Event Management System), organized in a shared Google Calendar
• Oversee staffing plans and labor allocation for events ranging from small meetings to major university functions with attendance exceeding 5,000 guests
• Coordinate with event planners and campus departments to gather and confirm event requirements, timelines, and logistical needs
• Ensure that all venues are set to the client’s specifications and that strike procedures are completed within scheduled timeframes
• Manage event equipment and furniture inventory, including procurement, maintenance, and replacement planning
• Collaborate with the Director of Events to oversee equipment rental contracts, ensuring timely access to necessary equipment and resources
• Place and manage weekly Alsco linen orders for table coverings
• Provide hands-on support for significant or complex venue setups and strikes as needed
• Physical ability to consistently perform tasks requiring the pushing, pulling, and lifting of moderate to heavy objects in support of event operations
• Availability to work odd hours and weekends for occasional major events/tight venue turnarounds

Event Summer Housing Responsibilities:

• Oversee all aspects of event-related summer housing in residence halls, including planning, coordination, and guest support for programs reaching up to 1,500 overnight guests
• Communicate directly with clients to confirm housing dates, timing, reservations, room assignments, and occupancy needs
• Respond promptly to issues involving summer residents, including emergencies, facility concerns, and policy violations
• Create and maintain emergency preparedness documentation, including evacuation procedures, weather response plans, and residence hall resource materials
• Maintain accurate and confidential guest records and housing documentation
• Coordinate linen rentals with external vendors and ensure timely delivery
• Work closely with Campus Safety, Residence Life, Service Operations, and other campus partners to support summer housing operations, including cleaning schedules, maintenance requests, key/fob management, facility access, and room readiness

Staff Supervision & Administrative Responsibilities:

• Supervise two full-time Event Operations Coordinators who execute venue setups/strikes and support summer housing services
• Recruit, hire, train, supervise, schedule, and evaluate a seasonal workforce of approximately 20 student employees supporting event operations and summer housing services
• Manage departmental budgets related to venue setup, strike, and summer housing operations; ensure cost-effective practices and alignment with financial goals
• Review and approve invoices, purchase requests, and departmental expenditures related to event operations and summer housing
• Serve as an on-call resource for operational emergencies, facility issues, and after-hours event or housing concerns
• Build and maintain collaborative relationships with campus departments, external vendors, and university stakeholders to ensure successful event and housing operations