- The incumbent will be responsible for overseeing and managing a broad range of event related duties.
- They will assist the Director in conceptualizing, developing, and managing Presidential events, annual ceremonies and conferences.
- Serve as the lead planner and supervise logistics for all high profile and large-scale complex events.
- Manage extensive event logistics including but not limited to annual event strategy, program development, marketing and social media deliverables, comprehensive budget management, invitation and attendee management; script development; production schedules, venue selection, vendor sourcing and management, catering orders, audio visual arrangements, room set ups, speaker coordinator, complex attendee management, hotel accommodations, travel and transportation arrangements.
- The Manager will communicate articulately across internal departments and with key constituents, including senior leadership, key stakeholders and vendors.
- In absence of the Directors, the Manger will serve as the lead contact at on-site events for leadership, support staff and vendors.
- Ensure the executive leadership team is properly prepared to engage with audiences during events as well as briefed on logistics, run of show and arrival details for distinguished guests.
- The Manager will meet with event hosts and campus partners to evaluate risk management, event complexity and understanding of event scope.
- A seasoned manager will be able to identify event related risks and fiscal concerns to management during the preliminary planning stages. The evaluation is critical for the success of the event and the integrity of our brand.
- Responsible for preparing and submitting Presidential analysis forms to the Office of the President. Secure event dates on the President's calendar.
- Must be diligent in checking academic and campus wide calendars to ensure dates/venues are available.
- The Manager will maintain the Conferences and Special events calendar and assign internal order numbers for each event.
- Recommends, develops and implements effective marketing strategies and supervises marketing and social media deliverables, draft correspondence on behalf of the Director, seeks approvals for marketing materials on behalf of the department.
- Partner with the Office of Communications and Marketing (MARCOM) to produce virtual and hybrid events and market these events through the appropriate channels.
- Support the Director and MARCOM on event enhancements such as stage set design and the student experience.
- Maintain an awareness of diversity, equity, inclusion and access best practices into the planning and programming of events.
- Ensure all events incorporate best practices for University and NYS Health & Safety guidelines.
- Responsible for processing revocable permits and all applicable permits as required by the University.
- The Manager must have excellent verbal and written skills and be able to confidently draft correspondence on behalf of the department.
- Must demonstrate exceptional leadership and project management skills; and have the ability to multitask in a fast-paced environment.
- Must have strong ability to work independently with minimal supervision.
- Incumbent will serve as the lead planner and manage all aspects of complex logistics for the annual commencement ceremonies.
- The Manager will recommend, develop, and implement production and marketing strategies and deliverables; understand budget allocations and make proper vendor recommendations, identify staff roles and responsibilities and supervise workload deliverables; oversee vendor management and serve as on-site point of contact on set up/strike days.
- Must be well-versed in all roles and responsibilities of commencement planning and may be responsible to take on various roles and research projects as assigned by the Director.
- Serve as the lead for all planning meetings, prepare agendas and recaps as needed.
- Review all quotes and catering orders for accuracy on behalf of the department and seek Director approval.
- Collaborate with the Office of the Provost to coordinate honors of distinction notifications and faculty regalia ordering information.
- Serve as liaison with the Office of the President and Government Relations to coordinate and oversee logistics for Honorary degree recipients and distinguished guests.
- Support script development and ensure all key stakeholders and vendors are included in the final script distribution.
- Responsible for reviewing all daily Registrar reports and assisting event staff with troubleshooting issues and concerns.
- Collaborate with campus partners and vendors to seek opportunities on how to enhance the commencement experience for candidates, faculty, staff and families.
- Draft campus wide correspondences to update the campus community on commencement related information, regalia information and maintain commencement website.
- Take responsibility for streamlining current commencement practices for the team to become more efficient and effective.
- Serve as the day to day supervisor for event related tasks and duties of the Administrative Coordinator, Event Coordinator(s) and temporary event support staff.
- Mentor and train staff and ensure all are cross trained in all intricacies of commencement and University events.
- Outline roles and responsibilities for event staff assignments.
- Serve as the lead Events Manager responsible for overseeing staff and vendors workload deliverables.
- Report event planning progress to the Director on a regular basis.
- In absence of the Directors, the Manger will serve as the lead contact at on-site events for leadership.
- Other duties or projects as assigned as appropriate to rank and departmental mission.
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Event Manager - Stony Brook, United States - Stony Brook Medicine
Description
Required Qualifications (as evidenced by an attached resume):Bachelor's degree (foreign equivalent or higher). Three (3) years of directly related full-time event and/or conference management experience. Experience with the planning and execution of events. Experience with project management. Customer Service experience. Microsoft Office Suite, and/or Google applications.
Preferred Qualifications:
Event and/or conference management experience in an academic setting. Experience working effectively with all levels of personnel (i.e. department key contacts, senior level executives, elected officials, and/or donors). Experience supervising on-site event support staff and vendors. Experience with event budget management. Experience working with event invitee management databases/software systems (e.g. CVent, E-Touches, E-Pro, Veritas, Eventbrite, etc.). Experience utilizing social media (e.g. Facebook, Instagram, etc.) to promote events. Experience utilizing Zoom or similar webinar/conference software.
Brief Description of Duties:
The Event Manager will report directly to the Director of University Events. This position will be responsible for strategizing and executing Presidential and campus-wide events, including academic ceremonies and conferences. With guidance from the Director, the Event Manager will develop event programs and provide event management leadership for in-person, virtual, and hybrid conferences and special events. In this role, the incumbent will have supervisory responsibilities, including direct supervision of the event coordinators and student assistants. In order to be successful in this position, must possess excellent verbal and written skills, demonstrating strong attention to detail, along with strong interpersonal and organizational skills. Essential to this position will be providing exceptional customer service in a high-volume environment.
Duties:
In addition to the employee's base salary, this position is eligible for $3,087 UUP annual location pay, paid biweekly.
For this position, we are unable to sponsor candidates for work visas.
Resume/CV and cover letter should be included with the online application.
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at or visit OEA.
In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.
Visit our WHY WORK HERE page to learn about the total rewards we offer.
The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU's good faith and reasonable estimate of the range of possible compensation at the time of posting.
