Manager of Event Services

Company Details

Position Details

Position Information

Recruitment/Posting Title
Manager of Event Services

Job Category
Staff & Executive – Student Affairs and Services

Department
Student Affairs – Nwk

Overview

Posting Summary
Rutgers University- Newark (RU-N), an urban public research university and anchor institution, located in Newark, New Jersey, a city of promise is seeking a Manager of Even Services. Reporting to the Director of Reservations and Special Events, the Manager of Event Services is responsible for the event/reservation services, Staff and Student Staff supervision, maintenance and inventory of equipment, and oversight budget of the Paul Robeson Campus Center. The Center is open seven days a week and approximately 15 hours / day. Staff execute more than 5000 events annually with over 60,000 attendees including University administrators, government officials, faculty, staff, students, alumni and corporate representatives. Numerous University offices are located in the Paul Robeson Campus Center including the Office of Disabilities Services, Veteran Affairs, Title IX, LGBTQ and Intracultural Resource Center, Office of Student Life and Leadership, Community Standards, and the Vice Chancellor of Student Affairs In addition to University offices, the Paul Robeson Campus Center houses the contracted campus food vendor as well as the WRNU student radio station, the student newspaper and yearbook offices, and offices for Program Board and the Student Government Association.

The Manager of Event Services is responsible for all aspects of event management including day to day oversight of reservations; meeting with student organizations, university departments, and non-university clients; showcasing space within the center and determining space needs and configurations; lighting and sound; catering; security concerns including crowd management and cash handling; and invoicing. This position includes the supervision of staff and student staff, responsible for the implementation and execution of events at the Paul Robeson Campus Center. In addition to supervision, the Manager of Event Services has budgetary oversight of payroll for 3 staff and more than 40 student staff.

The Manager of Event Services is responsible for recommending expenditures and revenue generating ideas for the Office of Reservations and Special Events (ORSE) on ways to increase revenue generation from external sources (e.g., increased conference business) to reduce the dependence and impact on student fees, provides support for all on-site facility-related work including building security, management of day-to-day custodial, maintenance and grounds services, work orders, and renovation projects.

The Manager of Event Services is a secondary point of emergency contact for center-specific needs including sheltering students and/or members of the community in an emergency and also has on-site secondary responsibility for the safe and efficient operation of the contracted food vendor which serves more than 500,000 customers annually.

Given the cross functional nature of the department of Student Life, it is necessary for the Manager of Event Services to take an active leadership role in departmental and University initiatives. Student Life provides advisement and leadership for 100+ student organizations, 18 chapters of fraternities & sororities, student government, etc. Student Life staff coordinate and direct all aspects of University programs such University Convocation, New Student Orientation, Fall Fest/Spring Fling, Homecoming, Awards Programs, and Senior Week as well as provides leadership for University Open House, Rutgers Day, and Commencement. These events receive University and state-wide attendance and require critical leadership from all units within the Department. The Manager of Event Services will be expected to participate on Departmental and University committees; serve as on-site event manager; etc.

In addition to cross-collaboration within Student Life, the Manager of Event Services collaborates regularly with other university departments including Facilities, Maintenance, Custodial, and Grounds Services, the Security and Technologies Shop, Public Safety, Risk Management, Procurement, Dining Services, REHS, RUTV, Conference Services, Alumni Relations, Admissions, Academic Schools, the Chancellor’s Office, and the Office of the Vice Chancellor for Student Affairs

The Manager of Event Services hires, trains, and supervises, staff, undergraduate and graduate students and hires additional professional full time, part-time, consult, and freelance staff as necessary. The responsibilities of this position includes the day to day management of production calendars and scheduling; and making recommendations for

  • asset and budget management;
  • marketing of services;
  • policy development, evaluation, and assessment.

Position Status
Full Time

Hours Per Week

Daily Work Shift

FLSA
Exempt

Grade
05

Position Salary

Annual Minimum Salary
61813.000

Annual Mid Range Salary
78240.500

Annual Maximum Salary
94668.000

Standard Hours
37.50

Union Description
Admin Assembly (MPSC)

Payroll Designation
PeopleSoft

Benefits
Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to http://uhr.rutgers.edu/benefits/benefits-overview.

Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.

COVID-19 Immunization Requirement
Under Policy 60.1.35, Rutgers University requires all prospective employees to provide proof that they are fully vaccinated and have received a booster (where eligible) against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Prospective employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster within two weeks (14 calendar days) of eligibility. Based on current guidance, individuals are considered fully vaccinated against COVID-19 two weeks after receiving the final dose of any COVID-19 vaccine authorized or approved for use in the United States by the United States Food and Drug Administration (FDA) and recommended by the Advisory Committee on Immunization Practices (ACIP) of the Centers for Disease Control and Prevention (CDC). Eligibility for a booster against COVID-19 varies and is explained on the University’s web site located at https://coronavirus.rutgers.edu/covid-19-vaccine. Failure to provide proof of primary vaccination and booster will result in rescission of a prospective employee’s offer of employment and/or disciplinary action up to and including termination.

Seniority Unit

Terms of Appointment
Staff – 12 month

Position Pension Eligibility
ABP

Qualifications

Minimum Education and Experience
  • Requires a bachelor’s degree in College Student Personnel, Higher Education Administration, or Hospitality Management or related field or an equivalent combination of education and/or experience
  • A minimum of two years demonstrated professional work experience in facility management, event management.

Certifications/Licenses

Required Knowledge, Skills, and Abilities
  • 3 years demonstrated professional work experience in facility management, event management, and college center/student union operations, services and philosophy
  • Excellent management, detail-oriented organizational skills, time management skills, experience in basic fiscal management, and proven successful experience working with diverse groups of staff and students are required
  • Requires a demonstrated competency with setting up and operating basic audio-visual equipment, proving sound reinforcement, and the ability to train on the proper use of such equipment
  • Proven proficiency with the use of event management software, such as EMS, in addition to experience with Outlook, MS Word, Excel, PowerPoint, and Publisher

Preferred Qualifications
  • Master’s Degree in College Student Personnel, Higher Education Administration, or Hospitality Management
  • Certification as an event planner
  • Current and valid driver’s license

Equipment Utilized
  • EMS Event Management Software, Virtual EMS, Social Tables, 7 Point Ops, and all audio-visual and A/V technical equipment in the various locations.

Physical Demands and Work Environment
  • Ability to lift 20 lbs
  • Must be able to spend extended time on their feet/walking
  • Must be able to work a flexible schedule, including evenings and weekends as programming demands

Special Conditions

Posting Details

Posting Number
22ST1640

Posting Open Date
05/12/2022

Special Instructions to Applicants

Regional Campus
Rutgers University-Newark

Home Location Campus
Rutgers University-Newark

Location Details

Pre-employment Screenings

All offers of employment are contingent upon successful completion of all pre-employment screenings.

Infection Control and Safety

This position is subject to all Rutgers University policies, including TB surveillance and other infection control and safety policies. Please review the Tuberculosis Surveillance Policy for additional information.

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