Events & Operations Manager

Events & Operations Manager

Under the direction of the Senior Director of Event Operations, the Events & Operations Manager (“Manager”) is responsible for supporting the planning, implementation, and oversight of selected events, gatherings, meetings, and filming requests (collectively referred to as “events”) as part of the Event Operations team and also plays a leading role in supporting the day-to-day operations of the department. A key utility player for the department, the Manager also works on special projects.

The Manager also provides on-site coverage of the events, as necessary. All work may be done in collaboration with others, or independently as assigned.

Represent the College and the Event Operations department when liaising with individuals and organizations interested in hosting events at Barnard as directed by the Senior Director of Event Operations or other supervisory staff. This liaising includes reviewing the goals and big-picture context of the event; clarifying the support that Event Operations offers and what the event organizer will need to marshal/coordinate outside of Event Operations;

communicating the College’s event-related policies and procedures that apply to this event; clarifying with planners what they are responsible for, advising on the planning timeline & other logistical considerations; providing general advice and best practices; reviewing event needs as related to space coordination, set-up, and campus resources; and suggesting vendors and resources for needs that cannot be met by College resources.

Prepares and communicates information as needed for the logistical support of the event, particularly from Facilities, CARES, A/V Services, and Chartwells (or the approved caterer), as well as other vendors and entities involved with the event. Enter necessary information into EMS as needed. Creates diagrams and memos as necessary. Places work orders for event-related components including, but not limited to furniture installation, additional electrical needs and assembling step and repeats.

Maintains documentation for the planning and implementation of the event to allow for replication. Provides or coordinates on-site support during the event set-up and the event itself, as directed by the Senior Director of Event Operations. The Manager must be prepared to provide on-site support on nights and weekends if necessary.

Develops workflows to facilitate coordination with campus fulfillment partners and/or general event support. Participates in the planning and producing of large events (e.g. Convocation, Commencement, Family Weekend, Athena Film Festival, NSOP, Reunion) as directed. In collaboration with the Senior Director, manages department meetings & fulfillment meetings: calendaring, developing the agenda, disseminating necessary materials, taking notes, and facilitating follow-up as necessary. Oversee and supervise the Graduate Assistant and other Event Operations team members on the engagement of Event Operations student workers so that their assistance is being optimized in the support of events & department operations.

Performs key tasks in and relating to the EMS scheduling platform, including running reports, creating accounts, making updates in the system and other work required to optimize its functionality and user experience. Liaises with the Registrar’s office on class placement and updates to classroom usage. Plays a leading role in invoice-processing and budget/expense tracking for the department. Informs the Director of budget transfers or funding needs well in advance so that goods & services can be procured in a timely manner.

Supports the development and management of the department’s annual work…