Events Manager

05-Mar-2024

School of Nursing - Business Office

87039BR

University Job Title

Conferences and Events Manager

Bargaining Unit

None - Not included in the union (Yale Union Group)

Compensation Grade

Administration & Operations

Compensation Grade Profile

Supervisor; Senior Associate (23)

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Business Operations

Total # of hours to be worked:

37.5

Work Week

Standard (M-F equal number of hours per day)

Worksite Address

400 C28 Admin West Campus Drive
Orange, CT 06477

Position Focus:

Yale School of Nursing (YSN) is seeking an Events Manager to join a dynamic and growing school. YSN, located on the beautiful and sprawling grounds of Yale West Campus, is conveniently located near major highways. The Yale West Campus has a lot to offer including free parking, woodland walking trail, café and terrace dining, farm, The Barn at West Campus for special events, a fully equipped conference center, outdoor space to relax and unwind, wellness events (mindfulness exercise, to nature walks and yoga), and Fitness Center (free for the West Campus community)! Photo Gallery Tour | Yale West Campus

The Events Manager for Yale School of Nursing (YSN) is responsible for developing, planning, and executing a wide range of specialized activities connected with top-quality events and other special projects, including but not limited to YSN’s Bellos Lecture, the Creative Writing Awards, State of the School presentation, alumni events, guest speakers, celebrations, and Commencement. Oversees all aspects of YSN events including collaboration with YSN departments when appropriate, space and support services: catering, facilities, security, communications, and technical service support. Represents YSN while interacting with prominent faculty, alumni, and other high-level officials. Supervises staff and ensures successful and seamless delivery and excellence in internal and external events and conferences. Key contributor to creating the ultimate guest experience for faculty, students, staff and visitors.

Using independent judgement and with full budgetary responsibility, design and execute plans for a variety of special events, including events off-campus. Conduct comprehensive event planning for complex multi-day events as well as single activity events, including on and off-site luncheons, lectures, receptions and conferences. Work closely with stakeholders throughout the event process to understand the strategic goals of the event and incorporate them into the development and execution of the plan. Confer with broad based constituencies regarding logistics, guest lists, site selection, vendors, event goals and objectives, etc. Meet with faculty and professional staff to assist in conceptualizing events and apply strategic planning knowledge. Ensure smooth functioning of events from inception to completion. Serve as the primary contact and personally supervise every phase of events, both in the planning stages and as the on-site coordinator. Identify problems and resolve situations without impacting guests or University members. Prepare and execute detailed event planning timelines and task lists to effectively track progress of planning requirements. Develop and manage budgets for all events. Assist with material preparation and production for events in conjunction with the event host or sponsor. Maintain YSN events calendar to ensure timely planning and coordination across departments. Coordinate the compilation, production and internal and external distribution of written materials relating to events and conferences. Develop and implement event management procedures for the School. Oversee the development and systematize documented operating processes and protocols and work to ensure compliance with School and University policies. Ensure policies and procedures are documented and transparent to the School community. Ensure YSN branding, values and DEIB priorities are imbedded in all events. Serve as school-wide content expert and resource to faculty, staff and students on event best practices. Serve as liaison to venues, caterers, and vendors. Analyze spending and offer recommendations on cost saving measures. Select, train, direct, motivate staff and event volunteers. Utilize event management database systems, software, and other tools used for conducting events. Manage event registrations and generate related reports. May perform other duties as assigned.

Essential Duties

1. Manage and advise clients while developing budgets which can include housing, meeting space, food and beverage, administrative fees, transportation, online registration programming, hotel rates, audio visual services, IT support, custodial, telecommunications, contingency funding and taxation.  Implement, monitor and update program budgets as plans develop. Advise clients regarding line item expenses and ensure that funding sources are sufficient to cover the program budget. Create final forecasts, reconcile budgets for invoicing and ensure all charges are accounted for, accurate and explained properly. 2. Manage delivery of all services contracted by YC&E working closely with Yale internal and external service providers; including, but not limited to Yale Catering, Media Services, Custodial Services, Security, RIS and Campus Police, as well as those provided by hotels, caterers, and other community service providers. Balance competing priorities to meet all program requirements in a timely manner and deliver quality results. Negotiate pricing and services with facilities and suppliers. 3. Initiate and respond to new and recurring program requests. Work with client to develop program content if applicable, secure facilities and determine service provider needs.  Ensure that the experience of program participants and guests meets Yale’s standard of excellence. 4. Provide comprehensive on-site management as dictated by program.  Provide high-level customer service to guests and clients, ensuring that respect, responsiveness, and professionalism is demonstrated and that key issues are addressed. 5. Work with executive staff of department to propose new business models and potentially pilot new programs which could enhance Yale’s revenue potential and increase level of services offered.  6. In conjunction with the executive team, create marketing plans for existing and potential clients that enhance visibility, enrollment, and strengthen overall programs.   Meet sales revenue targets if applicable. 7. Recruit, hire, train, lead, and supervise full-time summer staff and part-time students throughout the year. Direct staff to carry out all aspects of program management, which includes, but is not limited to; client relations, compliance, risk management, housing assignments, registration, conference planning, processing, service orders, travel, database management and onsite coordination. Determine staff schedules with daily oversight of performance. 8. Cultivate and develop beneficial relationships with internal and external service providers. Serve as a liaison with numerous university departments and external organizations. Communicate department’s on-going program activity to Yale departments and community that may be affected. 9. Utilize industry software applications and event management database systems. Generate reports and create invoices. Create, test, and monitor all online conference registration forms using web-based registration system. Prepare and review standard and ad hoc registration reports for internal and external users. 10. Respond to safety issues working with Yale Security and Yale Police.  Notify Yale Health and local health official regarding any public health issues of program participants. Respond accordingly for any and all medical emergencies and liabilities. 11. Perform other duties as assigned.

Required Education and Experience

Bachelor’s Degree in related field and five years of related experience; or an equivalent combination of education and experience. Program development, high end program management, and/or sales. 1-3 years supervising staff.

Required Skill/Ability 1:

Detail oriented and well-developed organizational, analytical, and interpersonal skills. Strong written and verbal communication. Ability to work successfully in a fast paced and changing environment. Works calmly under pressure. Commitment to an inclusive workplace.

Required Skill/Ability 2:

Advanced knowledge of current best practices of event planning. Ability to represent YSN in dealing with prominent guests, vendors, participants and faculty.

Required Skill/Ability 3:

Demonstrated professional judgement. Proven ability to anticipate potential issues, work independently, and solve problems. Proven customer service focus.

Required Skill/Ability 4:

Ability to set and manage priorities for self and others and juggle multiple projects, moving them forward simultaneously.

Required Skill/Ability 5:

Demonstrated ability managing hospitality vendors such as caterers, musicians, and rental companies.

Preferred Education, Experience and Skills:

Experience managing University events with demonstrated ability to work across multiple academic constituencies such as faculty and students. Familiarity with Yale and/or local event logistics vendors. Familiarity with tools such as C-Vent, Zoom Webinar, Workday and EMS.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus