Events Operations Assistant Manager,
University Events, Camps & Conferences
Department(s): University Events, Camps & Conferences
Reports to: Events Operations Manager, University Events, Camps & Conferences
Job Status: 12-month employee (Full-Time) Non-Exempt
Position Summary
The Events Operations Assistant Manager will support the overall production, efficiency, and daily operations of the University Events, Camps & Conferences unit. The Assistant Manager will be an active partner in growing the department through the coordination of set-ups related to internal and external events. This position works weekends and evenings when dictated by event scheduling. With this active, hands-on role, the Assistant Manager will perform an integral role in the day-to-day operations, auxiliary services, and initiatives associated with university scheduling. Additionally, the candidate must be able to serve as an effective spokesperson for the Christian identity and mission of the University.
Essential Functions and Responsibilities
General Duties:
- Events Operations Assistant Manager will support logistical and event equipment arrangements, execute setups, and ensure all our equipment is meeting current industry safety standards, providing a successful start to finish production. Coordinate with scheduling and planning systems for optimal timing for event set-ups.
- At the conclusion of events, the Assistant Manager will remove set-up from venue in a timely manner, which allows for the cleaning and preparation of the space to be used again.
- Effectively and efficiently assist in executing moving services in a professional manner, while following all industry safety standards and OSHA. Responsible for overseeing, tracking, completing from start to finish, and implementing efficient processes surrounding the move services area, alongside the Event Operations Manager.
- Serve as the event liaison internally with faculty and staff as well as external clients - planning for a range of smaller to more progressively complex events and collaborating with catering, facilities management, police, custodial services, and other key partners, including external vendors.
- Develop relationships and interact with clients that encourages repeat business.
- Prepare materials for university events, camps and conferences. (Example: Assisting clients with setup forms.)
- Assist in monitoring all aspects of the events to verify that the approved university policies, procedures, and laws are followed.
- Assist with oversight of student staff: operations team, house managers, ushers, event interns, etc.
- When necessary, serve as on-site manager during the event to monitor and/or correct situations that may arise with operational situations, such as technological needs, timely delivery of food, etc., as well as monitor client satisfaction.
- Document and assist in evaluating the event along with other follow-up activities.
- Assist with managing certain business processes for university events, camps and conferences, including projection of FY revenue and expenses. (Example: Providing information on the cost of equipment related to setup operations.)
- Present a professional image to visitors, and ensure excellence in customer service.
- Ability to manage and coordinate multiple projects simultaneously, while maintaining a positive, uplifting environment.
- Other duties as assigned. This list is not meant to be all inclusive.
Operation Management:
- Create and maintain an equipment inventory database, tracking its use as well as overseeing maintenance and repair, as needed.
- Oversee the ordering and replacement of damaged items, working closely with unit budget manager.
- Oversee unit golf carts as it relates to monthly, yearly, and daily maintenance.
- Assist with ticketing, serving as point of contact and working with clients. Tasks include: managing the ticketing database and overall system and ensuring the system is fully operating to expectations.
- Identify, assess, and improve on internal processes.
Supervisory Responsibilities:
- Assist in developing, coordinating, and implementing an approved staffing plan for the student staffing levels and special events staff. Recruit, select, train, supervise, schedule, and evaluate staff in accordance with unit, divisional and university guidelines
Other Duties and Responsibilities
Serve on campus committees as assigned.
Requirements
- A bachelors degree is preferred and a preference will be given for prior events and/or hospitality experience.
- Exceptional written and oral communication skills.
- Operate computer with Microsoft suite, including Outlook, Word, Excel, Planning Pod, and Ad Astra.
- Maintain a cell phone that can use the app Ring Central to be contacted while around campus during scheduled work hours.
- Welcoming presence, demeanor, and ability to work with various levels of constituents internally and externally.
- Ability to work independently on projects, and events, when necessary.
- Organized, energetic, positive, flexible and detail-oriented.
- Good self-control under pressure situations.
- Understanding the importance of risk management.
- Ensure a safe & healthy working environment, and compliance with all policies and procedures. Willing and eager to learn new industry standards and experiences.
Physical Demands
- Ability to move around campus daily in all types of weather.
- Works occasional irregular hours, including nights and weekends.
- Position will involve being actively engaged in setting up, and tearing down equipment. It also may have extended periods of time at a desk.
- The ability to lift and move events related equipment and exert physical effort. This may involve some lifting, carrying, moving, pushing, and/or pulling objects, including materials of various weights ranges (20lbs+).
Additional Information:
Houston Christian University is an independent, private Christian liberal arts institution with a diverse student body. It has access to all the cultural advantages of one of the largest metropolitan centers in the country. For more information about the University, visit