Job Description:
This position acts as a project manager for events and event-related projects. Oversees the integrated logistical and administrative support needs of multiple, complex, and wide reaching University and external third party events. Event formats include but are not limited to in-person, hybrid, and virtual conferences, ceremonies, and/or other special projects and programs. Serves as a primary point of contact for both the event sponsor and the service providers. Assesses program objectives, prepares and develops financial estimates and budgets, secures necessary AV and furniture equipment, builds and manages registration and ticketing process, creates communication and outreach plans, determines and orders required catering, schedules and develops agendas for project/event meetings, develops program budgets, and negotiates and administers service and contracts. Creates, supports and manages staffing plans and assigned logistical roles for major University events including but not limited to Convocation, Family Weekend, Commencement, and lectures featuring dignitary speakers.
Major Responsibilities:
-Serves as a main point of contact throughout the planning period while collaborating with event sponsor. Establishes goals and objectives for meetings, conferences, and/or events, with respect to budgets, contracts, University protocols and policies, not limited to, safety, logistical and accessibility protocols, speakers, catering, facilities, technology for both in-person and virtual settings, logistical requirements, and other related issues. Serves as the manager for events or in a consultative/support role depending on the specifications of the client and/or department. Ensures compliance with University policies to mitigate reputational risk and liability.
-Serves as a liaison between contractors, organizers, faculty, guests, and administrators. Identify possible risks related to the event, including but not limited to health, safety security, reputational risk and event disruption. Facilitates communication between event sponsors and necessary University units such as Campus Life, Public Safety, Dining Services, Student Accessibility Services, and Media Services. Develops briefings, staffing plans and other communication tools for informing campus constituents. Ensures positive guest experience, through oversight of event registration/ticketing system both pre-event and onsite. Coordinates arrangements for special invited guests when needed.
-Serves as a liaison between contractors, organizers, faculty, guests, and administrators. Identify possible risks related to the event, including but not limited to health, safety security, reputational risk and event disruption. Facilitates communication between event sponsors and necessary University units such as Campus Life, Public Safety, Dining Services, Student Accessibility Services, and Media Services. Develops briefings, staffing plans and other communication tools for informing campus constituents. Ensures positive guest experience, through oversight of event registration/ticketing system both pre-event and onsite. Coordinates arrangements for special invited guests when needed.
-Special projects as assigned.
Education and Experience
- Bachelor’s degree and 4 years of experience planning and managing events, ideally in a higher education setting or equivalent combination of education and experience.
- Experience in and knowledge of meeting and event planning principles, requirements, procedures, and available resources.
- Experience managing virtual events using latest technology and virtual event tools.
Job Competencies
- Strong interpersonal communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
- Knowledge of conference facilities, technology, and equipment preferred.
- Exceptional organization and time management skills and the ability to organize resources, establish priorities and develop, plan, and implement short- and long-range goals.
- Ability to apply creativity and event design principles to assigned projects.
- Ability to perform complex tasks and to prioritize multiple projects.
- Ability to make administrative and procedural decisions and judgments.
- Ability to use independent judgment and to manage and impart information to a range of clientele.
- Ability to establish effective business relationships with internal and external clients and vendors.
- Knowledge of cost analysis techniques.
- Knowledge of current health and safety event protocols.
- Strong service orientation, and solution driven approach.
- Ability to perform in high-pressure situations.
- Approachable/Cooperative.
- Possesses a willingness and ability to support a diverse and inclusive campus community
- Dependability/Follow through.
- Exemplary leadership skills.
- Ability to work both independently and as part of a team.
Please include a cover letter in the attachments section when submitting the application.
Criminal and education background check
Recruiting Start Date:
2023-09-22
Job Posting Title:
Events Manager
Department:
Office of University Communications
Grade:
Grade 10
Worker Type:
Employee
Worker Sub-Type:
Regular
Time Type:
Full time
Scheduled Weekly Hours:
37.5
Position Work Location:
Hybrid Eligible
Submission Guidelines:
Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.
Still Have Questions?
If you have any questions you may contact employment@brown.edu.
EEO Statement:
Brown University is an E-Verify Employer.
As an EEO/AA employer, Brown University provides equal opportunity and prohibits discrimination, harassment and retaliation based upon a person’s race, color, religion, sex, age, national or ethnic origin, disability, veteran status, sexual orientation, gender identity, gender expression, or any other characteristic protected under applicable law, and caste, which is protected by our University policies.
