Manager of Events

Manager of Events

University Job Title: Events Specialist
Bargaining Unit: None - Not included in the union (Yale Union Group)
Time Type: Full time
Duration Type: Fixed
Compensation Grade: Administration & Operations
Wage Ranges: Click here to see our Wage Ranges
Work Location: Central Campus
Worksite Address: 170 Whitney Avenue
New Haven, CT 06511
Work Week: Flexible or Non-Standard (for anything other than Standard)
Searchable Job Family: Museum/Curatorial
Total # of Hours to be Works: 37.5

Position Focus:
Reporting to the Assistant Director of the Visitor Experience and Special Events of the Yale Peabody Museum, the Manager is responsible for the management of internal and external event operations at the Peabody. Serves as the operational point person and liaison for all events, conferences, and speaker events. Manages event strategy and operations from start to finish, creating exceptional experiences that range from VIP lunches to large receptions in support of the Museum's mission. Builds and maintains strong internal and external partnerships, including managing third-party vendors, and serving as a collaborative liaison across Peabody departments to gain alignment on strategic goals and operational needs for each event. Develops, monitors, and iterates on program budgets, ensuring that funding sources are sufficient for all internal events. Manage administrative considerations such as invoicing and contracts, as well as budget considerations that may include accommodations, catering, facilities, transportation registration technology services, custodial, and marketing. Key contributor to creating a positive guest experience for faculty, students, staff, and guests of the Museum. At the Yale Peabody Museum we are working on Diversity, Equity, Accessibility, and Inclusion institutional priorities so that we can learn to better serve our communities, amplify marginalized voices and perspectives, and create a welcoming and inclusive environment for all. The ideal candidate will be ready to share their experience with and interest in contributing to this work. Please address in your cover letter how Diversity, Equity, Accessibility, and Inclusion relate to your professional experience and goals.

Essential Duties: Provide managerial oversight in the planning, preparation, production and delivery of exceptional service event attendees on a daily basis; in compliance with established University and Museum policies and practices. Oversee operations and logistics required to support events. Ensure seamless delivery and excellence in program execution at the Museum. Manage the contracting process with vendors to maximize cost effectiveness. Serve as the institution-wide resource/consultant for program planning, including knowledge of options for venues in New Haven and the Yale campus. Serve as expert resource and primary liaison for all external clients. Assess client needs for space, catering, facilities, custodial, security, communications, and technical services support. In concert with the client, coordinate service rentals, AV, entertainment, etc. Connect client with caterer to develop event concept, menu, and determine staffing needs and cost estimates. Institute and update policies, goals, and department objectives to align with the overall mission and values of the Museum, as well as the University. Prepare budget materials and monitor expenses. Analyze spending and offer recommendations on cost saving measures. Maintain client information database and event planning system (Basecamp) by inputting client information and event planning items; develop proposals, event schedules and details, contracts, and invoices. Improve and systematize documented operating processes and administrative protocols, and work to ensure compliance with Museum, Institute, and University policies. Oversee the development of best practices for planning and executing events at the Museum. Identify opportunities to improve workflow and recommend enhancements. Other projects as assigned. Schedule: Flexible based upon department needs, including evening and weekends.

Schedule includes holidays and recess days when the Museum is open.

Essential Duties:
1. Design and manage special events, performances, symposia, conferences, and exhibitions that create an optimal client and event attendee experience. Develop strategies to integrate events into the overall educational work of the units as necessary. 2. Manage and coordinate the activities of events teams. Develop and provide instruction and floor plans for external event set-up. 3. Manage delivery of services for events, working closely with Yale internal and external service providers; including, but not limited to Yale Catering, Media Services, Custodial Services, Security, YPPS and Campus Police, as well as those provided by hotels, caterers, and other community service providers. Balance competing priorities to meet all program requirements in a timely manner and deliver quality results. 4. Develop budgets, provide oversight of the expenditures, monitor and update program budgets as plans develop. Create final forecasts, reconcile budgets to ensure all charges are accounted for, accurate, and explained properly. 5. Identify opportunities to improve event-related workflow, software and other tools, and recommend enhancements. 6. May develop press releases and marketing plans to enhance visibility and participation. Collect and provide content for all related printed programs and websites. 7. Negotiate contracts/letters of agreement for all activities, and ensure that all contract details are properly carried out. 8. May perform other duties as assigned.

Required Education and Experience:
Bachelor's degree in a related and three years of related experience or an equivalent combination of education and experience.

Required Skill/Ability 1:

Detail oriented and well-developed organizational, analytical, and interpersonal skills. Strong written and verbal communication skills. Ability to work successfully in a fast paced and changing environment.

Required Skill/Ability 2:

Demonstrated professional judgment. Proven ability to anticipate potential issues, work independently, and solve problems.

Required Skill/Ability 3:

Ability to represent the Museum appropriately with prominent guests, Yale Officials, and all clients. Polished, professional demeanor and demonstrated ability to interact effectively with high profile visitors and unit leadership.

Required Skill/Ability 4:

Ability to set and manage priorities for self and others and juggle multiple projects, moving them forward simultaneously.

Required Skill/Ability 5:

Proficiency with Windows and Microsoft products. Knowledge of database management systems and tools.

Preferred Education, Experience and Skills:
Face-to-face customer service, preferably in a museum or cultural environment. Knowledge of natural history with the ability to answer general questions about the objects on view and direct visitors to the appropriate installations. Willingness to acquire greater knowledge of the Museum's publications, exhibitions, and collections.

Drug Screen: No
Health Screening: NoSelected incumbent must have successful completion of a DMV check and a valid driver's license.

Background Check Requirements:
All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

COVID-19 Vaccine Requirement:
The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:

Posting Disclaimer:
The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

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