Hubbard School Event Manager

About The Job

The Event Manager serves as the primary operational lead for event planning, logistics, purchasing, and execution within the Hubbard School of Journalism and Mass Communication. Housed in Murphy Hall, the Hubbard School is a dynamic, fast-paced environment that delivers a wide array of public, academic, and student engagement events designed to engage alumni, donors, industry professionals, and the campus community.

• Event Planning, Directing, and Execution (50%)
• End-to-End Execution:
  Lead direct logistics, run-of-show design, catering, and on-site setup/tear-down for School events, including major donor dinners, student recognition/graduation events, school celebrations, faculty-led conferences, orientations, and research talks.
• Vendor & Contract Management:
  Serve as the primary contact for external vendors (caterers, photographers, sales reps, and venue managers). Negotiate vendor agreements, issue purchase orders, and manage project-level spending.
• Financial & Compliance Oversight:
  Manage and reconcile event budgets in partnership with the finance team. Ensure strict compliance with UMN policies regarding food/beverage permits, contracts, and safety protocols.
• Partner & External Convenings:
  Act as the primary operational liaison for co-sponsored events and visiting organizations, including regional/national media and scholastic groups in journalism, strategic communication, and public relations (e.g., Associated Collegiate Press, The Brand Lab).
• Technical Integration:
  Partner with School and University technology teams to coordinate AV setups, recordings, and hybrid/virtual event modalities.
• Event Administration and Project Management (25%)
• Master Calendar Management:
  Maintain the central, authoritative School Calendar of Events to manage workload, track status, and prevent scheduling conflicts.
• Internal Communication:
  Convene regular planning meetings with key stakeholders such as Director’s Office, Student Services, Development, and Communications teams to advise on upcoming event volume, align timelines, and clarify operational roles.
• Institutional Networking:
  Represent the Hubbard School within the UMN Event Planners Circle and campus operational networks to build strong relationships across central administration. Consult with CLA External Relations and Public Relations staff on media and public relations efforts as appropriate.
• Data Management:
  Manage mailing lists, participant databases, and electronic/printed records of activities. Assist the Communications Manager with maintaining Hubbard mailing lists.
• Event Operations and Facilities Management (15%)
• Event Space Management:
  Oversee day-to-day scheduling, maintenance, technology readiness, and catering logistics for Murphy Hall event spaces (Conference Center, Heggen Room, etc.). Ensure venue spaces remain clean, functional, and equipped for high-caliber guest experiences.
• Vendor & Asset Logistics:
  Maintain inventory for event supplies, food/beverage needs, and signage.
• Event Collateral & Swag Management:
  Manage inventory, ordering, and distribution of School-branded promotional items, swag, and recognition awards for guests, alumni, and donors.
• Student Supervision:
  Hire, train, and supervise student staff supporting event setup, registration, and operational logistics.
• Cross-Functional Collaboration (10%)
• Team Workflows:
  Partner across departments to align multi-event timelines and balance workload expectations with School partners.
• Communications Coordination:
  In close partnership with the Senior Marketing and Communications Manager, coordinate event-specific logistics including guest lists, printed programs, name tags, directional signage, and digital display updates.

• Education & Experience:
  
  BA/BS degree plus a minimum of two (2) years of relevant experience in event planning, hospitality management, public relations, or operations; OR a combination of related education and work experience equaling at least six (6) years. Prior work coordinating event activities.
• End-to-End Event Planning:
  Minimum of two (2) years of demonstrated experience planning, executing, and staffing complex events (e.g., student events, conferences, banquets, recognition events, or speaker series).
• Financial & Vendor Coordination:
  Experience managing project-level event budgets, processing vendor contracts, and handling purchasing or reconciliations.
• Institutional / Policy Navigation:
  Demonstrated experience navigating complex organizational structures, standard operating procedures, or compliance protocols (e.g., permits, contracts, facility rules) to execute projects.
• Project Management & Problem-Solving:
  Proven track record of managing multiple concurrent event timelines, setting priorities, and independently resolving on-site operational challenges under tight deadlines.
• Cross-Functional Communication:
  Experience facilitating planning meetings or coordinating event workflows across multidisciplinary teams.
• Operational…