The Events & Operations Manager supports the planning, implementation, and oversight of events, gatherings, meetings, and filming requests as part of the Event Operations team at Barnard College. The role also plays a leading part in supporting day-to-day department operations, including managing the EMS scheduling platform, invoice processing, budget tracking, and coordinating with campus partners. The Manager provides on-site coverage during events, including nights and weekends as needed, and works on special projects.

Responsibilities

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 calendar, ensuring that work specific to a particular time of year is completed appropriately.
Coordinates walkthroughs of event space and classroom space to identify correct capacities and determine necessary maintenance, and places work orders accordingly.
Assists the Event Operations staff with the development and implementation of appropriate processes and guidelines for events.
Answers correspondence sent to spaceres@barnard.edu and other emails administered by the department as needed.
Supports the management of annual and/or long-term contracts.
Manages the department’s inventories of props, banners, furniture, and other items utilized during events; procuring additional items as needed.
Supports strategic planning and analysis, including conducting research and preparing documents, presentations, and communications.
Coordinates with the Event Operations team on operational issues to find successful resolutions.
Manages both internal and outward-facing special projects in support of department and institutional operations and priorities.

Requirements

Bachelor’s degree required
A minimum of two years’ experience planning both small and large events or administering/implementing comprehensive programming is required.
Ability to work independently, organize work, and follow through on details.
Experience with spreadsheets, systems and database management, and generally accepted programs and office equipment required.
Excellent customer service skills, as well as excellent writing & oral communication skills.
Should possess tact, discretion, and the ability to work confidentially.
The capacity to remain poised under pressure, be flexible, and deliver excellent, solutions oriented, customer service.
Must meet deadlines and follow through on details with accuracy and good judgment.
Ability to organize work, and follow through on details.
Understanding of an academic environment, working within the confines of a busy campus.
Ability to interact professionally in a service-oriented environment subject to frequently changing priorities that may require re-prioritization of daily operations.
The ability and willingness to work evening and weekend hours as needed.