Events Manager

99588BR

Campus: Tempe

Events Manager

Job Description

The Office of University Events & Protocol and the ASU Alumni Association is looking for an energetic, creative and innovative Events Manager. The Events Manager, reporting to the Director of Student Engagement, is responsible for coordinating and executing the logistics of various university events and student events, with a focus on the Medallion Scholarship Program and Student Alumni Association. This role requires a detail-oriented and organized individual with strong communication and multitasking skills to ensure the successful planning and implementation of events. This position also collaborates with ASU departments and units, including representation of the ASU Office of the President, ASU administration and ASU Alumni Association to internal departments and community partners.

This is an in-person job, Monday – Friday 8am – 5pm at Old Main on the Tempe Campus.

Job Family

Publicity & Promotion

Department Name

Office of Univ Events&Protocol

Full-Time/Part-Time

Full-Time

Grant Funded Position

This is not a grant funded position and is not contingent on future grant funding.

Salary Range

$50,000-$55,000 per year; DOE

Essential Duties

• Through creativity, detailed planning, organization, and multi-tasking, manages the coordination and execution of a variety of events for ASU’s Office of the President, the ASU Alumni Association and university partners. 
• Work closely with the Director of Student Engagement to plan and execute a diverse range of events for the Medallion Scholarship Program and Student Alumni Association including Echo from the Buttes, Legacy Scholarship Breakfast, Medallion Scholarship Banquet and more.
• Serve as logistics lead on university events including building groundbreakings, grand openings, conferences, commencement and convocations, signature events and other partnership events.
• Assist with the support and advisement for Medallion Scholars, Legacy Scholars, and the Student Alumni Association. 
• Create and develop complete logistical plans for events including, but not limited to: event communication, budget, venue, site diagrams, attendee registration, catering, A/V vendor management, staffing, technology, parking, permits, and procedures.
• Work on multiple, concurrent projects under tight deadlines.
• Serve as the primary point of contact for day-of event logistics, including being onsite to set, monitor and breakdown event infrastructure.
• Assist in the development and management of event budgets, ensuring cost-effectiveness and adherence to financial guidelines.
• Track expenses and provide regular updates to the Director of Student Engagement.
• Work closely with the ASU safety collaborators including Fire, Police, and Emergency Medical Services and other internal ASU Business and Finance departments including technology, transportation, facilities and more.
• Establish and maintain positive working relationships with event stakeholders, including, but not limited to: internal ASU colleges, units, and departments, external agencies and university partners, vendors, etc.
• Plan professional networking and learning opportunities for internal event community through Meeting and Event Coordinators and Associates network.
• Utilize event and project management systems including, but not limited to: Aventri, Asana, and Social Tables.  
• The ability to occasionally work evenings and weekends as some events occur outside traditional office hours. 
• Other duties as assigned.

Minimum Qualifications

Bachelor's degree in related field AND five (5) years administrative/coordinating experience including three years supervisory experience OR Any equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• Demonstrated knowledge and/or experience working with event vendors.
• Demonstrated knowledge of ASU policies and procedures in relation to executing event, programs and meetings on campus.
• Experience and/or training in crowd management and emergency safety.
• Training and leading of volunteers, student workers or other event coordinators.
• Experience working with municipalities and other organizations in regards to permitting, regulations, stipulations and liability.
• Demonstrated knowledge of budgets, finance and management principles and practices.
• Experience in marketing and communication platforms including digital, email and/or social media platforms.
• Experience in building and maintaining collaborative partnerships for long-term success.
• Experience in organizational skills and attention to details required to coordinate multiple events and projects simultaneously. 
• Demonstrated knowledge of virtual event platforms; experience executing virtual events.
• Experience in being an effective team member in a collaborative environment.
• Experience interacting with a diverse population including students, alumni, and  internal and external partners.
• Experience in coordinating and prioritizing assigned work.
• Demonstrated knowledge of technical requirements for various events.
• Experience leading meetings and/or presenting to groups including university departments.
• Evidence of effective communication.

Working Environment

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding, and manipulating a computer mouse; required to stand for varying lengths of time and walk moderate distances to perform work.  
• Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds
• Regular activities require ability to quickly change priorities which may include and/or are subject to resolution of conflicts.
• Ability to clearly communicate to perform essential functions.  
• Position requires on-site event management both indoor and outdoor as well as night and evening hours.

ASU Statement

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report
In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU PD at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources .

Employment Verification Statement

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Instructions to Apply

Application deadline is 3:00PM Arizona time on the date indicated.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.

Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.