The Event Manager is part of the Events at Vanderbilt department in the Dean of Students division at Vanderbilt University and is a key individual contributor responsible for managing and executing events in facilities across campus for members of the Vanderbilt and Nashville community. This position requires an energetic, responsive, inclusive, and hands-on leader who has strong customer service and communication skills, excellent organizational and critical thinking capabilities and an ability to solve problems effectively and efficiently. Reporting directly to the Assistant Director, the event manager has the ability to sell and market event spaces to all stakeholders, as well as execute large-scale events.
The Event Manager will manage daily operations and all aspects of large-scale events in multiple Student Center facilities including, but not limited to meetings, banquets, conferences, receptions, weddings, performances, to provide a safe environment for events. In addition, they will assist with marketing event venues, so Vanderbilt University is competitive within the Nashville market. They will supervise student staff who operate the Student Centers information desks and set-ups while providing outstanding hospitality and customer service to visitors and guests.
The Events at Vanderbilt Office manages events, event spaces and facilities across campus. Our team includes event managers, audio/visual technicians, facilities managers and student staff. We work as a team to create successful events for our clients and guests in our facilities. We work with an array of clients including Vanderbilt student groups, departments and the greater Nashville Community, and many more. The events we manage range from small meetings to large-scale events including weddings, conferences and student performances.
Vanderbilt University leadership has identified diversity, equity, inclusion, and mental health as top priorities for the institution and by extension the offices of the Dean of Students. Candidates must be able to articulate and demonstrate excellence and continued growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment.
Duties and Responsibilities
Oversee events in the Student Centers by managing all aspects of events including, but not limited to, logistics, a/v, staffing needs, housekeeping requests, accessibility needs, plant operations requests, outside rentals, security, and invoices to assure their success and compliance with Student Centers and University Risk Management regulations.
Be proactive in resolving problems, troubleshooting, and answering inquiries to ensure successful events.
Flexible schedule based on events (nights and weekend work required).
Recruit, hire, train, schedule, and supervise student staff to assist in Student Centers operations, including event management and event setups, to provide excellent hospitality and event services to customers and clients utilizing the event spaces.
Effectively train other coordinators and support staff on policies and procedures to create successful team relationships and event management.
Inspect and maintain the Student Centers facilities on a daily basis, including: keeping inventory of supplies and equipment, submitting work orders and reports, assisting with renovation projects and building recommendations to improve operations in our facilities.
Provide excellent customer service and information efficiently and effectively for visitors, clients, and building associates in order to create a safe, inclusive and welcoming environment.
Establish and maintain relationships with key stakeholders (i.e. catering, vendors, VUPD, Traffic & Parking, building associates, etc.) in order to build successful events and building operations.
Serve on divisional committees and working groups to enrich the experience and resources available to staff across the division.
Participate in division wide events as needed (Move-In Day, Rites of Spring, Diverse ‘Dores Day, MLK Day, etc.) to support colleagues and ensure these events run smoothly.
Maintain an understanding of institutional and departmental financial policies related to areas such as travel, procurement, expense, and time reporting to ensure compliance and proper stewardship of university resources.
Demonstrate a willingness to support colleagues across the division in order to encourage the implementation or fulfillment of divisional goals and strategic priorities.
Profile of an Ideal Candidate
Bachelor’s degree is necessary
Master’s degree in Hospitality Management, Higher Education, Student Affairs, or related field is preferred
Proven customer service and event management experience is preferred
Two years of related experience is preferred
Proven ability in establishing and maintaining relationships with clients and vendors of all backgrounds, identities, and experiences is preferred
Proven ability to manage diverse large-scale, high-risk, multi-faceted events and/or conferences is preferred
Experience working in a University setting is preferred
Commitment to Equity, Diversity and Inclusion
Vanderbilt University is committed to achieving the goal of a diverse and inclusive academic community of faculty, staff, and students. We seek individuals who are committed to this goal and our campus values.
Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.
Job: Institutional Affairs Professionals
Primary Location: United States-Tennessee-Nashville
Organization: 30312 - Reservations and Events