Event Manager-Conferences

The Event Manager-Conferences will assist as the on-site facility contact at Health Sciences and Water Tower Campuses and is responsible for managing the setup, execution, and breakdown of events/programs occur. This position coordinates day to day operations within various facilities, including opening and closing of the building, and responding to inquiries and needs regarding events occurring in spaces. This oversight ensures that safe and well-executed events/programs which occur to support the recruitment and retention goals of the University.

Primary responsibilities include:
* Assists with events/programs and day-to-day operations at the Health Science ( HSC) and Water Tower ( WTC) Campuses.

* Oversees development, implementation of 25Live calendar and activity scheduling system for HSC events, as well as Room Scheduler for the HSC events. Coordinates facility rentals reservations through 25LIVE and Room Scheduler. Inputs the semester academic courses for non-medical school courses, as well as other events such as grand rounds and labs using Room Scheduler. Manages the Hoteling Office Program.

* Plans, schedules and supervises daily operations and event/activity production for all HSC spaces. This includes planning and executing timely setups, set teardowns, changeovers for all events and programs.

* Maintains event and activity reports, maintenance and repair service logs, safety and incident reports, injury/accident reports, facility setups information sheets, facility comments and concerns logs including actions taken to provide quality customer care and service.

* Serves as departmental contact person for inquiries, requests and reservations from campus and outside communities regarding services that the department provides. Maintains collaborative relations with campus departments to facilitate requested services (including Catering, Audio/Visual, room set up, event marketing, etc.)

* Hire, train, supervise, and evaluate student staff, and the on-going management of HSC and WTC student staff.

* Work directly with the Director on student staffing plans, training of student staff, customer service provided by student staff, and the on-going management of the HSC and WTC student staff.

* Responsible (with assistance) for all student staff meetings, reward and discipline programs, and all special gatherings throughout the year.

* Website development including making sure that all information on websites are up to date.

* Assist in Campus-wide operations as they relate to key university events and external reservations.

* Serve as one of the 24/7 on-call representatives for Conference Services and university events throughout the year. Coordinate with operations team for on-call coverage throughout the year.

* Support student groups, university departments and other campus affiliates in their event marketing efforts through the promotion of advertising opportunities in various locations on campus (ex. tabling/banner reservations, etc.)

* Work closely with Human Resources - payroll processing in relations to student payroll issues and timecard completion.

* Assists in the coordination and implementation of the HSC and WTC Risk Management, Evacuation, Continuity and Contingency Plans and drills for student staff, clients and guests.

* Annually revises facility operations policies, procedures and manuals as it relates to events.

* Assist as a liaison for various vendors with regard to special projects.

* Track and assess facility related inventory that is critical to campus events. This equipment includes, but is no limited to, furniture (tables/chairs, bedding), various technology and audio-visual.

* Recommend new ideas and techniques in event planning/management and revenue opportunities. Working with Marketing on promotion ideas and strategies.

* Make and prepare budget recommendations and projections (e.g. revenue and expense) for annual facilities maintenance goals.

* Assist with lodging/housing recommendations and accommodations when needed during conference groups and year-round guest stays.

* Conducts walk-throughs and pre-con meetings, as well as handles phone calls and e-mail communications. Help clients create their events.

* Directs the HSC service provider meetings.

* Provides sign-off of events held on the Health Science and Water Tower Campuses that they are ready to be invoiced.

* Helps sell our services to current and prospective clients.

* Supports lodging and concierge program.

* Helps to provide exceptional customer service to campus guests.

* Serve as customer relations specialist and point of contact with visitors and clients while providing quality customer service to all departments and campus partners at HSC and WTC.

* Will assist LSC with events, housing, and hotel support and client services when needed. This position must be flexible and work evenings, overnights and weekends in order to operational support the events and housing operations.

* Performs other duties as required. To include assisting and providing backup service to other Conference Service Managers.

* This position requires a flexible schedule including evening and weekend hours as needed.

Bachelor's degree supplemented with 3 or more years' of experience working in facilities, project management or related field. An equivalent combination of experience and education may be considered.

Minimum 3-5 years experience managing events

Strong organizational skills, multi-tasking ability and attention to detail

Self-starter and able to work independently

Exceptional written and verbal communicator

Calm and positive attitude during busy and sometimes stressful activities

Ability to work efficiently and collaboratively with others, responsive and accountable to deadlines, adapts well to changing needs

Certifications are not needed for this position.

Proficient in Microsoft Office Suite and tools
Versed in Google Suite Tools: Drive, Docs, Spreadsheets

As a Jesuit, Catholic institution of higher education, we seek candidates who will contribute to our strategic plan to deliver a Transformative Education in the Jesuit tradition. To learn more about Loyola University Chicago's mission, candidates should consult our website at www.luc.edu/mission/. For information about the university's focus on transformative education, they should consult our website at www.luc.edu/transformativeed.

Founded in 1870, Loyola University Chicago is one of the nation's largest Jesuit, Catholic universities, recognized for its academic excellence, commitment to community engagement, and leadership in sustainability. A Carnegie R1 research institution, Loyola leverages its status as one of an elite group of universities with the highest level of research activity to advance knowledge that serves communities and creates global impact. With 15 schools, colleges, and institutes-including Business, Law, Medicine, Nursing, and Health Sciences-Loyola operates three primary campuses in the greater Chicago area and one in Rome, Italy, that provide students a transformative, globally connected learning experience. Consistently ranked among the nation's top universities by U.S. News & World Report, Loyola is a STARS Gold-rated institution that is ranked as one of the country's most sustainable campuses by The Princeton Review and has earned distinctions from AmeriCorps and the Carnegie Foundation for its longstanding record of service and community engagement. Guided by its Jesuit mission and commitment to caring for the whole person, Loyola educates ethical leaders who think critically, act with purpose, and strive to create a more just and sustainable world.

Loyola University Chicago strives to be an employer of choice by offering its staff and faculty a wide array of affordable, comprehensive, and competitive benefits. To view our benefits in detail, click here.

Loyola adheres to all applicable federal, state, and/or local civil rights laws and regulations prohibiting discrimination in private institutions of higher education. Please see the University's Nondiscrimination Policy.