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 customer service best 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 the 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 the successful set up, event management, and tear down for each event.
• Provide annual and on-going training to team members on specific event guidelines established by the Director and Associate Director of Special Events and Scheduling including effective facility setup, ADA standards, and equipment operations, including lighting, audio visual and sound systems. Advise best practices for customer service; greeting clients and vendors prior to events and remaining 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 but not limited to, setting up equipment to project presentations, virtual meetings, microphones and music on 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. This includes policies pertaining to alcohol service, decorations, safety and security, advertising and solicitation, and parking. Communicate needs for policies or policy changes to 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 emergency evacuation and 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 staff to ensure productive and positive communication processes between respective teams and be responsive to the need for improvements and adjustments as needed. Attend weekly pre-event meetings between Sodexo/USI Dining Services and Special Events and Scheduling staff.
• Perform routine walk through of University Center East, University…