Event Manager

University of San Francisco; United States; On-site; USD 75,000 - 85,000; Full time

Job summary

University of San Francisco is seeking an Event Manager to lead end-to-end event planning, budgeting, and execution. You will coordinate internal departments and external vendors to deliver high-quality programs that align with USF’s mission.

The role requires a strong customer service mindset, excellent communication, and the ability to manage complex logistics, schedules, and budgets up to $100,000 per event, with occasional after-hours support.

Qualifications

• Associates degree with 2–4 years in event management and budgeting
• Strong priority management and attention to detail
• Excellent customer service and teamwork, self-starting
• Strategic thinker with problem-solving ability
• Excellent written and verbal communication
• Experience with Excel, Google Apps, Concur for reimbursements
• Experience with EMS or online reservation systems
• Able to work late or weekends for time-sensitive issues

Responsibilities

• Provide extensive event management services and logistical support
• Contract and manage external vendors to realize events/programs
• Collaborate with internal USF departments to share resources
• Maintain budgets up to $100,000 per event
• Liaise between client and resources to fulfill needs and opportunities
• Schedule room reservations, catering, transportation, supplies, AV and decor
• Coordinate registration and payments; respond to inquiries
• Develop processes to track efficiency across events
• Participate in weekly staff meetings
• Develop event timelines and oversee vendor load-in and campus services
• Oversee invoicing and other admin tasks

Skills

Associates degree

Prior event budgeting

Priority management

Customer service

Teamwork

Self-start

Strategic thinking

Written communication

Oral communication

Interpersonal skills

EMS or reservation systems experience

Concur reimbursements

Excel

Google Apps

Education

Associates degree

Tools

Excel

Google Apps

Concur

EMS

Job description

Job Title: Event Manager

Job Summary: Event Manager(s) will work directly with USF internal client base (Schools, Departments, Associations and/or Organizations) and external clients brought in by USF or independently to manage the creation and execution of client events and programs. The Event Manager will establish goals and objectives, develop budgets, and oversee all aspects of the planning, implementation, management, and execution of each event. This position requires interaction with colleagues on every level University wide, internal vendors (facilities, AV, Public Safety, etc) and external vendors. The Event Manager will initiate contact with clients in an effort to direct planning and provide guidance to produce a seamless event or program. The Event Managers goals are to provide Event Management service so the client’s primary focus can be on guests and content. By providing complete Customer Service the clients events and programs will highlight the benefits of the University of San Francisco and the mission statement by which the University follows. The role reports to the Director of Event Management & Guest Services for the University of San Francisco.

Full Job Description

Event Manager responsibilities include: Extensive event management services and logistical support for onsite Operations staff Contract and manage external vendors to actualize an event/program Collaborate with internal USF departments to share resources which directly support the efforts to develop and execute events Responsible for maintaining budgets up to $100,000 per event Liaison between client and client resources to effectively communicate clients needs, ideas, and opportunities Scheduling room reservations, ordering catering, organizing transportation, ordering event supplies and equipment, answering email/phone inquiries, coordinating registration and payments, AV needs, décor, etc. Develops processes for tracking and reporting efficiency measures across all event program elements to optimize resources and outcomes Participate in weekly staff management meetings Function as an integral part of the team, thriving on teamwork Develop event timelines and coordinate vendor load in and campus services while keeping in mind any building restrictions Oversee event administrative responsibilities (invoice processing, pre-event tasks, place cards, menu cards, seating, etc.)

Skills Required

Associates degree required with 2-4 years’ prior experience in event management related activities including event budgeting Strong priority management and attention to detail, including ability to prioritize multiple assignments and deadlines Demonstrates excellent customer service and teamwork, while also having the ability to self-start and work independently Must think strategically; identifies issues and find a reasonable solution Excellent oral and written communication skills Experience dealing with a variety of constituents in a professional manner Demonstrates excellent interpersonal skills Advanced spreadsheet (Excel), word processing, collaborative software (Google Apps), and reimbursement systems (Concur) skills preferred Experience with EMS or other online reservation systems May be required to work late or early to process time sensitive issues Must be able to attend certain planned events that occur outside of normal business hours and/or on weekends Ability to think and act quickly in high pressure situations/fast paced environments

Full-Time/Part-Time: Full time

Pay Rate: Salary Salary Range : $75,000-$85,000 annualized; commensurate with experience

The University of San Francisco is located in the heart of one of the world’s most innovative and diverse cities, and is home to a vibrant academic community of students and faculty who achieve excellence in their fields. Its diverse student body enjoys direct access to faculty, small classes and outstanding opportunities in the city itself. USF is San Francisco's first university, and its Jesuit Catholic mission helps ignite a student’s passion for social justice and a desire to “Change the World From Here.” For more information, visit www.usfca.edu.

Equal Opportunity and Non-Discrimination Policy

The University of San Francisco is an equal opportunity institution of higher education.

The University does not discriminate in employment, educational services, or academic programs on the basis of an individual's race, color, ethnicity, religion, religious creed, ancestry, national origin, age (except minors), sex, gender, gender identity, gender expression, sexual orientation, marital status, medical condition (cancer-related and genetic-related), disability and military status or any other basis prohibited by law.

The University reasonably accommodates qualified individuals with disabilities under the law.

Fair Chance Ordinance Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

For more information visit: http://sfgov.org/olse/fair-chance-ordinance-fco.