Position Details Position Information Department Memorial Union (MUN) Position Title Manager 1-Faclt/Ops Dept Job Title Event Manager (Internal Employment Opportunity) Appointment Type Professional Faculty Job Location Corvallis Benefits Eligible Full-Time, benefits eligible Remote or Hybrid option? Job Summary This is an Internal Employment Opportunity. The Memorial Union is seeking an Event Manager. This is a full-time (1.00 FTE), 12-month, professional faculty position. The Memorial Union (MU) is the campus student union and a department of the division of Student Affairs. The MU is geographically located in the middle of the campus and is considered the "living room of campus". The MU welcomes students, faculty, staff, visitors, and the local community to campus, and its mission is to provide learning experiences and opportunities for personal growth in an open, inclusive, and resource-rich community where student and staff collaborate with a Student Advisory Board, who are influential to the character and scope of the department and provide the budget recommendations for the facilities the MU is charged with, services and programs. The MU provides community centered inclusive facilities and space that creates an environment for building meaningful relationships. The person in this position works within the Memorial Union Guest Services team, works with other MU units and clients to ensure the success of events related to all facilities the MU is charged with and the Guest Services Team. The position requires strong leadership and communication skills and has a service focus to successfully meet client and team expectations. The event manager will manage the day-to-day operations of event operations within the MU and its facilities. The position will provide subject matter expertise on the planning and execution of a wide variety of events ensuring effective, efficient workflow, adherence to policy and standards and a high level of client satisfaction. The events manager will manage a team of event staff and work with leadership to develop budgets and marketing plans to ensure proper service and growth levels. The person in this position must be well-organized and able to keep work up to date and meet people easily and maintain composure during unplanned requests. This person will exemplify a knowledge and appreciation of the intricacies of the collegiate calendar, understand the organizational culture within the institution, and understand the components of events such as vendor contracts, risk assessment, and day to day operations. The Event Manager will successfully communicate, understand, and interact among persons with differing assumptions that may exist because of ethnic and cultural orientations. The Memorial Union exists to develop students, create learning opportunities and provide quality facilities and services. The Event Manager will support the core purposes by delivering training to full time and student staff with varying skill sets and backgrounds. Why OSU? Working for Oregon State University is so much more than a job! Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don't wait for challenges to present themselves - we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all. FACTS: * Top 1.4% university in the world * More research funding than all public universities in Oregon combined * 1 of 3 land, sea, space and sun grant universities in the U.S. * 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties * 7 cultural resource centers that offer education, celebration and belonging for everyone * 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates * 35k+ students including more than 2.3k international students and 10k students of color * 217k+ alumni worldwide * For more interesting facts about OSU visit: https://oregonstate.edu/about Locations: Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport. Oregon State's beautiful, historic and state-of-the-art main campus is located in one of America's best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances. Total Rewards Package: Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including: * Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents. * Free confidential mental health and emotional support services, and counseling resources. * Retirement savings paid by the university. * A generous paid leave package, including holidays, vacation and sick leave. * Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities. * Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program. Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU. Key Responsibilities 40% EVENT OPERATIONS MANAGEMENT: * Develop, execute and evaluate the operation plans for event planning teams, including management of budgets, equipment, and procedures that ensure efficiency, safety and quality standards for a variety of events held at MU facilities. * Supervise the day-to-day event operations of the facilities the MU is charged with and manages event logistics. Ensure adequate staffing is scheduled for daily event services. Implement and enforce MU & OSU (Oregon State University) policies and guidelines. * Respond to Free Speech Activities in conjunction with the MU Director, Assistant Director of Operations, and Office of the Dean of Students * Assess risk for events and ensure proper security levels * Manage and train staff on use of reservations software, scheduling software and other software and shared drives related to operations. * Assess safety and maintenance needs of event spaces and work with the building manager and appropriate teams to resolve any potential issues. * Collaborate with custodial teams, trades and maintenance teams, and OSU police and public safety for events. This requires familiarity with university-specific risk management practices. * Works with clients to achieve event goals and objectives. Executes or delegates execution to event staff. * Collaborate with other Student Affairs units on student employment training practices. * Collaborate with Benton County Health Department to ensure food safety regulations and to acquire temporary restaurant permits and licensing for events. * Ensures compliance with University policies, state and federal laws and regulations, contractual agreements and industry standards. * Enforce regulations governed by other government agencies, for example those pertaining to agencies such as the Oregon Liquor Control Commission (OLCC), County Health Regulations, ADA and fire safety. University specific policies include those related to de-escalation best practices. An understanding of OSU fiscal policy is also required. 40% ADMINISTRATION, SUPERVISON, DEVELOPMENT * Determine proper staffing levels for guest services to maintain superior customer service levels * Supervision of four to five classified positions including planning, assigning, scheduling and reviewing work, ensuring quality standards. Is responsible for hiring, terminating, training and developing, reviewing performance and administering corrective action for staff. * Provide leadership, training, and development for full-time and student staff in the delivery of service for day-to-day operations. * Supervise a student-led team (MU Activities Team) with the goal of furthering the mission, vision, and values of the MU * Oversight of invoicing accounts receivable and payable process for events, ensure all associated costs and fees with events are properly accounted for and billed in a timely manner. Provide final billing to event contacts, request, receive and process vendor and contractor invoices. * Negotiates contracts with external and internal vendors. * Point of contact for vendors related to event operations * Provides mentorship to full-time and student staff * Establishes and monitors measurable goals in collaboration with guest services team * Ensures department is working within budget and adjusts expenditures according to revenues. Plan and provide project recommendations to supervisor that have a major budget impact * Ensures staff are trained in safety and emergency procedures. * Reviews effectiveness of event operations annually and makes appropriate adjustments * Assesses training needs of staff with different backgrounds and experiences; assists leads in providing appropriate instruction to meet unit and division goals. * Contribute to important strategic, operational, budgetary and business decisions that affect the department. 10% SOFTWARE ADMINISTRATION, PROJECT MANAGEMENT * Ensure proper inventory levels of furnishings are maintained, purchase as needed * Administer Event Management System (Mazevo) database, Social Tables, and When to Work software * Ensure proper training of software is provided to full-time and student staff for operational needs * Participate in ad hoc committees when strategically beneficial for the organization 10% RESEARCHES EMERGING METHODS * Research and recommends future roadmaps for strategies and further development of meeting rooms and event production. * Maintains awareness of current trends in event management and integrates into the operation in a timely manner. * Attends professional workshops and meetings and shares knowledge and networks with other professionals. * Enhances expertise by reading appropriate professional journals, forums, and publications. What You Will Need * Bachelor's degree in field related to assigned responsibilities or an equivalent combination of education and experience to perform the primary duties of the position. * Minimum 3-5 years of experience in event planning or management, with a demonstrated ability to lead and motivate a team. * Minimum 3-5 years of experience in operations management, event technology setup and operation, training and staffing, venue management and high profile customer relations. * Extensive experience in customer-facing roles, ideally in a high-pressure environment. Demonstrated ability to handle diverse customer needs with exceptional courtesy and diplomacy. * Demonstrated experience in providing leadership and guidance to a broad spectrum of guests from various cultural backgrounds. * Experience working in or with a higher education institution, student union, or similar setting. * Ability to think quickly in time sensitive situations and handle unexpected situations calmly and efficiently. * Demonstrated ability to communicate effectively, both verbally and in writing to audiences with diverse backgrounds and different communication styles * Experience providing lead work for a diverse group of workers and student employees. * Proficiency in event management software, and basic knowledge of tools used for event planning and execution This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months. This position requires driving a university vehicle or a personal vehicle on behalf of the university; therefore, the incumbent must successfully complete a motor vehicle history check, possess and maintain a current, valid driver's license in their state of residence, be determined to be position qualified and self-report convictions as per University Policy 05-030. What We Would Like You to Have * Experience managing budgets for a unit, including planning, tracking expenses, forecasting, and financial reporting * Current First Aid/CPR/AED certification * Knowledge of latest technologies in audio visual equipment for meeting and event spaces * Ability to assess conflicting priorities to best serve customers with resources available. * Excellent public relations, interpersonal skills and communication skills. Working Conditions / Work Schedule Evening and weekend hours scheduled based on event and operational needs. Position will occasionally work in outdoor spaces during large events in inclement weather. Position will occasionally drive vehicles primarily on campus. The person in this position will often be required to lift, push and pull objects weighing up to 60 lbs. Pay Method Salary Pay Period 1st through the last day of the month Pay Date Last working day of the month Recommended Full-Time Salary Range $60,288 - $105,420 Link to Position Description https://jobs.oregonstate.edu/position_descriptions/159456 Posting Detail Information Posting Number P08471UF Number of Vacancies 1 Anticipated Appointment Begin Date 10/28/2024 Anticipated Appointment End Date Posting Date 09/13/2024 Full Consideration Date Closing Date 09/23/2024 Indicate how you intend to recruit for this search Competitive / Internal Special Instructions to Applicants This is an Internal Employment Opportunity. When applying you will be required to attach the following electronic documents: 1) A resume/CV; and 2) A cover letter indicating how your qualifications and experience have prepared you for this position. You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process. For additional information please contact: Michelle Rucker Michelle.rucker@oregonstate.edu 541-737-7767 OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community. OSU will conduct a review of the National Sex Offender Public website prior to hire. Starting salary within the salary range will be commensurate with skills, education, and experience. OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has "critical or security-sensitive" responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU's Employee and Labor Relations team at employee.relations@oregonstate.edu. Supplemental Questions