Manager, University & External Events, Both Cam...

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Manager, University & External Events, Both Cam...

About Mount Saint Mary's University:

Mount Saint Mary's is the only women's university in Los Angeles and one of the most diverse in the nation. The University is known nationally for its research on gender equity, its innovative health and science programs, and its commitment to community service. As a leading liberal arts institution, Mount Saint Mary's provides year-round, flexible and online programs at the undergraduate and graduate level. Weekend, evening and graduate programs are offered to both women and men. Mount alums are engaged, active, global citizens who use their knowledge and skills to better themselves, their communities and the world. www.msmu.edu

Mount Saint Mary's University is an equal opportunity employer. The University is thoroughly committed both to providing equal employment opportunities for all job applicants and employees, and to providing a work environment that is free from harassment, discrimination and retaliation. We will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.

Applicants must be able to provide proof of eligibility to work in the United States. The University will not assist applicants with any visa matters. A background check will be required. Applicants must also provide proof of COVID-19 vaccination of condition of employment.


Job Description:


The University and External Events Manager is responsible for managing, maintaining and providing technical and educational support for the University's 25Live event tracking and database system and the University Event's Calendar. Manages all internal event, classroom, and parking reservations, and logistics for the entire Mount community. Oversees facilities rentals and filming by non-University individuals and organizations on both campuses. Supports the director in implementing the filming and rentals marketing strategy to reach annual revenue goal of $900,000. Supports donor and campaign events, fundraisers, public programs, and internal campus department events.

Duties and Responsibilities:
  • Develops, enhances and provides overall maintenance of 25Live and the University's Events Calendar. Troubleshoots user problems, researches solutions and works with the vendor and campus departments to resolve problems and error reports. Tests software updates and configurations to determine changes have been effectively integrated and customized, as requested.
  • Provides technical support on navigating and using 25Live and the University's Events Calendar. Develops and implements training and education materials and videos and leads training sessions for faculty, staff and students.
  • Collaborates with project teams to review and evaluate 25Live and Events Calendar functionality, make recommendations and improve processes.
  • Manages 25Live reservations platform by overseeing inquiries, reviewing and approving use of event space, classrooms and parking reservations, providing logistics support (ensuring requests have been properly submitted) and identifying and resolving space conflicts for the entire Mount community.
  • Works with Registrar Office, CollegeNet and other campus departments to build and maintain Academic Calendar.
  • Works with Registrar Office to resolve space conflicts between academic and internal and external event requests.
  • Manages the use and rental of the University's facilities by non-University individuals and organizations for events and filming on both campuses. Responds to inquiries, schedules and leads site visits, generates rental estimates, insurance requirements, contracts/agreements and invoices and receipts, and provides pre-planning and day-of support.
  • Supports the Director of University and External Events with driving long-term business development, revenue growth and relationships by implementing the filming and rentals marketing strategy to reach annual goal of $900,000.
  • Works directly with the Director of Emergency Management and Environmental Health, Parking and Transportation, Facilities, Catering, Media Services and Security to ensure all renters receive remarkable service and adhere to all required University policies and procedures.
  • Works directly with outside suppliers and vendors, in matters related to logistics, delivery, budget and payment.
  • Oversees communications to the campus community when internal events, rentals and filming are scheduled.
  • Supports the development and implementation of all donor events, fundraisers, public programs, and internal department events.
  • Maintains event web pages, creates promotional literature and supports electronic communication and marketing for donor events, fundraisers, public programs and rentals via Online Express, Raiser's Edge, Terminal4, In-Design and Canva.
  • Responsible for managing event budgets, processing invoices and collection of accounts receivable for non-University individual and organizations.
  • Responsible for all department internal equipment and furniture, keeping inventory (and monitoring the condition) of all. Recommends purchases as necessary to ensure adequate supplies for concurrent events.
  • Ensures adequate inventory of office supplies for special events.

  • Other Duties and Responsibilities:
  • Must be available on select weekends and evenings.
  • Evaluate industry trends in event planning and monitor the progress of similar institutions.
  • Perform other job-related duties, as assigned.



  • Requirements:


    Knowledge:
    • Understanding of sophisticated event planning and fundraising techniques, donor relations and trends. Strong working knowledge of Microsoft Suite, PowerPoint, Excel, and Raiser's Edge preferred.
    • Ability to keep abreast of updates and changes within the field.
    • Sufficient working knowledge of basic accounting principles and procedures for budgeting process.

    Abilities and Skills:
    • Ability to work and communicate effectively with a wide range of constituencies in a diverse community.
    • Effectively set priorities and creatively solve problems.
    • Exercise sound judgment and decision making.
    • Detail-oriented, flexible and proactive.
    • Demonstrated follow-through with multiple, simultaneous projects and tasks.
    • Must be comfortable working with high-level faculty/staff, volunteers and clients.
    • Excellent written and oral communication and organization skills.
    • Ability to organize, prioritize and handle multiple tasks to meet established deadlines.

    Education:
    • Bachelor's degree highly preferred

    Experience:
    • The ideal candidate will have 3-5 years of experience in event management showing progressive upward movement

    Licenses:
    • Training in CPR, First Aid and emergency response duties desired



    Additional Information:


    Work Location: Both Chalon Campus (West Los Angeles) and Doheny Campus (Downtown Los Angeles)

    Start Date: Immediately

    Applications Deadline: Open until filled

    The University is committed to recruiting and retaining a diverse student population and workforce as a reflection of our commitment to maintain the excellence of the University, and to offer our students richly varied disciplines, perspectives and ways of learning. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, the University does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. We encourage people of all backgrounds to apply to be a student or to work for the University.


    Application Instructions:


    Please submit cover letter and resume.

    To apply, visit https://msmu.interviewexchange.com/jobofferdetails.jsp?JOBID=147012

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