Events Manager and Coordinator of Guest Experience, Mayer Museum/Stephens Chapel

Job description

Job Title:

Events Manager and Coordinator of Guest Experience, Mayer Museum/Stephens Chapel

Position Number:

996964

Department:

Special Events Facilities/Services

Salary:

$39,878 - $44,100

Job Summary/Description:

This experienced and energetic person will work independently, as part of the Special Events team, as well as cross-departmentally, serving the functions and departments housed within the Mayer Museum. They will exercise excellent customer service skills and exceptionally
dependable attention to detail in all aspects of work.
This position will manage the event reservation/rental services as scheduled by the Office of Special Events to including coordination with internal and external customers to develop detailed event needs then managing and overseeing events on the day of, including problem solving,
welcoming guests, directing event set-up, communicating with staff, organizing vendors/contractors, and managing tear-down. The position requires a flexible schedule, as events occur on weekends, weekdays, and evenings, and he or she will be required to attend events/meetings outside regular business hours throughout the year.
This full-time position plays a key role in the daily management and oversight of the Mayer Museum and Stephens Chapel buildings and grounds, coordinating with appropriate campus units for needed repairs or corrections to maintain quality facilities and efficient operations.

Typical Duties/Job Duties:

1. Works with internal and external customers and guests to identify and plan events, configure facility and room set-ups per instructions/requirements. Ensures appropriate staffing for all events and special programs. Performs all required customer follow-up duties to complete the reservation process and finalize event confirmations.
2. Plans, inspects, sets and manages/supervises: physical building areas—both interior/exterior (special events areas, offices, classrooms, work rooms, yards, etc…); art/museum installations, displays, presentations and showings; special events and religious-based services at the campus chapel; labor, equipment, food services arrangements.
3. Works closely with Academic departments to support their art installations and museum displays. Will support Academic departments and their special events.
4. Works closely with Development and Alumni Relations to support their University mission(s) at special events facilities.
5. Plans and controls labor hours used (so as to stay within university guidelines) and tracks/ties all labor to departmental EMS/events software in support of daily building operations and events management. Plans and controls: cleaning and building preparations, needed Facilities Management controls, equipment and food services arrangements for scheduled events, meetings, and other activities. Ensures that tables, seating, staging, lighting, sound, and all other appropriate resources affecting events are operational and properly configured.
5. Provides event details and instructions to set-up crew members both verbally, visually and in writing using provided events software packages. Controls events staff performance before, during and after the conduct of events.
6. Manages custodial contract and performs maintenance inspections and follows up with appropriate personnel to ensure that repairs are completed/deficiencies corrected.
7. Conducts the annual inventory of all assigned property and equipment.
8. Prepares weekly work schedules for student employees in the department.
9. Performs minor building and audio-visual equipment maintenance tasks daily as needed.
10. Drafts and prepares labor and event plans, schedules, reports, internal memos and routine correspondence.
11. Interviews, selects, trains, and supervises student and/or temporary personnel.
12. Communicates in a professional, service-oriented manner with faculty, staff, students, visitors and others in the course of performing work or coordinating tasks.
13. Is available to respond to after-hours alarms.
14. Is prepared to implement security and disaster preparedness procedures.
15. All additional duties as assigned.

Knowledge, Skills and Abilities:

• Knowledge of the handling of art and museum pieces and their installations and displays;
• Skilled in Academic departmental art and museum displays and showings;
• Knowledge of the Development Office campus mission;
• Skilled in working Development Office events;
• Knowledge of events scheduling and set up procedures;
• Knowledge of customer service principles and practices;
• Knowledge of word processing applications and software, particularly Microsoft Office Suite;
• Knowledge of general purchasing procedures and regulations;
• Ability to organize and coordinate event set-ups;
• Ability to perform basic mathematical calculations;
• Strong organizational skills, including the ability to organize and complete multiple tasks in an accurate and timely manner;
• Skilled in oral communication and interpersonal relations, including being able to take in a large amount of information and
summarize it quickly both in writing and orally on a regular basis;
• Ability to manage strong relationships independently with a variety of constituents;
• Ability to function effectively as a team member and a willingness to participate in activities and assignments that help meet
the goals of and objective of the department;
• Ability to remain comfortable working with large groups of people, controlling group dynamics with a positive attitude, and the
ability to adapt to a shifting schedule;
• Ability to respond to emergencies in a calm and efficient manner;
• Strong team-building skills and an ability to thrive in an environment with many stakeholders:
• Sensitivity to the care and presentation of the Mayer Museum’s collections is essential as is the ability to interact effectively with other staff and volunteers in a collegial, team environment.

Minimum Qualifications:

This position requires a bachelor’s degree plus two years of experience in facilities/building operations or management, event production service, or other directly related experience or an equivalent combination of education and experience, with hands-on knowledge.

Related experience in the handling of art and museum pieces and their installations and displays or experience in working special events supporting art and museum installations, displays and showings are preferred.

Physical Requirements:

Able to stand, move, turn and twist as needed to direct physical set-up operations. Ability to lift 35 pounds.
Ability to sit and use current office equipment. Ability to learn and operate forklift.

EEO Statement:

Angelo State University is an equal opportunity employer and is committed to promoting and ensuring equal employment opportunity for all individuals without regard to race, color, religion, sex, national origin, age, sexual orientation, disability, or veteran status. In compliance with the Americans with Disabilities Act (ADA), Angelo State University is committed to providing reasonable accommodations to ensure equal access to employment opportunities for qualified individuals with disabilities. We are committed to ensuring that a qualified individual with a disability has the same rights and privileges in employment as non-disabled employees. If an accommodation is requested for the job application process, please contact our office at (325) 942-2168 or email us at [email protected].

Posting Number:

S369P

Open Date:

04/06/2021

Open Until Filled:

Yes

 

 

 

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Job No:
Posted: 4/6/2021
Application Due: 7/5/2021
Work Type: Full Time
Salary: