Manager of Special Events

Title: Manager of Special Events

Division: University Marketing and Communications

Department: Special Events and Scheduling

FLSA Status: Exempt

Salary Range: $50,000/Annual Salary

EEO Job Group: 2 E2

Results‑driven event operations professional with experience overseeing the execution, staffing and technical support of meetings and events. Proven ability to lead full-time and student event support teams, coordinate event logistics and ensure seamless setup, management and tear down of events. Skilled in staff training, audio‑visual systems, vendor and guest relations, shuttle and transportation operations, inventory management, and cross‑department collaboration. Strong knowledge of ADA compliance, fire and safety regulations, University policies and best customer service practices, with a commitment to creating safe, efficient and positive event experiences.

• Oversee the daily logistical execution, staffing, and technical operations of events and meetings held in the USI University Center, Performance Center Dunn Lobby, and Griffin Center, ensuring all setup, vendor coordination and on‑site activities run smoothly. Hire, train, mentor, schedule and evaluate event support staff, offering guidance and direction for efficient and effective delivery of services, aligned with university policies and procedures.
• Lead event support team consisting of one full‑time event support staff and 10–12 part‑time student workers. Empower student workers with knowledge and skills to work independently during evenings and weekends when full‑time staff are not present. Meet daily with scheduled team members to provide briefing on scheduled events and instruct staff on successful set up, event management, and tear down for each event.
• Provide annual and ongoing training to team members on event guidelines established by the Director and Associate Director of Special Events and Scheduling, including effective facility setup, ADA standards, and equipment operations (lighting, audio‑visual and sound systems). Advise best practices for customer service; greet clients and vendors prior to events and remain available during the event to respond to urgent needs and ensure a positive experience.
• Provide audio‑visual support and solutions as needed for events, including setting up equipment to project presentations, virtual meetings, microphones and music on the house sound system. Maintain updated manuals on use of audio‑visual equipment in all University Center and Griffin Center spaces. Collaborate with USI IT Technical Services staff on equipment improvements.
• Conduct and maintain an accurate inventory of all Special Events and Scheduling audio‑visual equipment, event supplies, furnishings, and signage twice per year.
• Supervise all event‑related shuttle operations, including vehicle management and scheduling staff, who have met all USI required driver and safety training to operate University vehicles.
• Understand, communicate and enforce University Handbook policies pertaining to the use of campus space for events and activities, including policies on alcohol service, decorations, safety and security, advertising and solicitation, and parking. Communicate needs for policy or policy changes to the Special Events and Scheduling Director and Associate Director.
• Ensure the implementation of all policies and procedures relevant to guest safety, including communication of relevant emergency information to building occupants in the event of evacuation or shelter‑in‑place situations. Confirm room set‑ups comply with ADA guidelines and strictly adhere to fire code regulations. Maintain proper emergency and event signage in appropriate locations.
• Collaborate with Sodexo/USI Dining Services…