Events Manager (A00711)

Mercy University; New York (NY); On-site; USD 55,000 - 90,000; Full time

Job summary

Mercy University seeks an Event Manager to assist in planning and on-site execution for university events, space rentals, camps, and conferences. You will coordinate logistics such as venue setup, AV, catering, and signage, while serving as a liaison for students, faculty, and external clients.

Under the Executive Director for Operational Services, you will plan event details, collaborate with Facilities, Food Services, IT, and Campus Safety, and ensure events run smoothly within budget.

Qualifications

• Experience coordinating university events and campus activities.
• Strong on-site management and problem-solving skills.
• Ability to travel between multi-campus locations.

Responsibilities

• Assist with booking spaces, tours, and operating protocols.
• Serve as liaison for groups, manage signage and campus integration.
• Handle event documentation and communications.
• Coordinate with external vendors and venues.
• Staff events, check-in attendees, and resolve on-site issues.
• Ensure quality assurance and stay within budget.
• Flexible schedule including some evenings/weekends.
• Travel between multi-campus locations.

Skills

Logistics coordination

Client relations

Event management

Vendor coordination

On-site operations

Budget awareness

Tools

AV equipment

Job description

The Event Manager is responsible for assisting in coordination and on-site implementation for university events, space rentals, activities, camps & conferences. The position willprovide essential support planning and execution, handling coordination and quality assurance of logistics like venue setup, AV, catering, and greeting. The Event Manager will serve as a liaison for groups (students, faculty, external clients), managing event materials/signage, troubleshooting issues, and assisting with contract implementation, ensuring smooth operations for diverse campus events, activities, camps and conferences.

Under the oversight of the Executive Director for Operational Services Director, the Event Manger will be directly involved in the logistics planning and implementation of various events and activities, ensuring the setups and event occurrence progresses in a high quality, effective manner. Integration of the event and activities in a manner to integrate successfully with other university core and related activities is an essential piece of the duties. The Event Manger, working along with the Executive Director for Operational Services, will work closely with other departments including Facilities Services, Food Services, Information Technology, Campus Safety, Transportation, Advancement, Enrollment Management, Student Affairs, Academic Affairs, and administrative support for event and activities coordination and implementation.

Key Responsibilities and Job Duties

• Logistics & Operations: Assist with booking spaces, providing tours and developing an understanding of available spaces and operational protocols. Ensuring desired outcome for events and activities are coordinated and implemented along with services teams from Facilities, Food Services, Information Technology, Campus Safety, and various campus operational and administrative departments.
• Client/Guest Relations: Serve as an operational contact for engaged group leaders, answer questions, provide tours, and ensure their on-site needs are met. The manager will aid in Planning event details and aspects, including arrivals, signage and campus integration.
• Administrative Support: Handle event documentation, prepare supporting materials, and maintain communication channels. The manager will maintain a working knowledge of the complex needs of a wide variety of events and assist toward establishing standards.
• Partners and Vendor Coordination: Help research and communicate with external vendors like specialized equipment, unique catering formats, or entertainers. Establishing and maintaining relationships with vendors and venues.
• On-Site Support: Staff events, assist with coordination and setups/teardowns, manage attendee check-in, and resolve immediate issues. is responsible for overseeing particular tasks throughout the event planning process. Their duties include meeting with vendors at the venue location to help with set-up, running errands for supplies and decorations and working with staff to ensure the completion of a successful event.
• Quality Assurance: Managing events and addressing potential problems that may arise. Planning for potential scenarios that could impact on the integrity of the event, and problem solving as situations occur. The duties will focus on planning and managing events of varying sizes and purposes. The Event Manager will foster an understanding of what it takes to make sure the logistics work out, keep everything within the allocated budget and ensure that the event itself is carried out smoothly.
• Flexibility with work schedule will be required with for some evenings/weekends event and activity coverage, especially during peak camp/conference seasons.
• Ability to travel between multi-campus locations is required.