William & Mary Libraries · 2 months ago
Events and Facilities Manager
William & Mary
Full-time
Hybrid
Mid, Senior Level
$57K/yr - $70K/yrWilliam & Mary Libraries is seeking an Events and Facilities Manager responsible for the strategic management of the School of Education’s building and event space assets. The role involves event scheduling, planning, logistics, and overseeing building management to enhance the school's brand identity.
Higher Education
No H1B
Responsibilities
Responsible for the execution of event concepts held in the Professional Development Center (PDC) and across the SOE. The level of support provided is determined by the event classification
Negotiate and approve venue contracts
Utilize scheduling software to schedule all SOE events
Manage food and beverage planning and arrange menus for select groups
Set up and complete floor plan designs for events
Serve as a liaison with event vendors and manage all vendor relationships
Engage with various offices throughout campus to provide pre-planning and onsite management of assigned events
Lead the planning and execution of all signature events for the dean’s office including funded lectures, awards banquets, board meetings, commencement, and student visitation days
Work with the Director of Communications to publicize events and maintain the PDC website
Assist with other SOE functions as needed
Ensure event activities adhere to all relevant university policies and procedures
Collaborate with the dean and director of finance in managing a plan for the use of the School of Education space
Establish goals to advance the strategic use of space based on the mission and values of the School and revenue generation goals
Develop an annual business plan and budget and manage the budget throughout the fiscal year
Serve as the first point of contact for new business and work with potential clients to secure business by submitting proposals when requested and hosting site visits
Prepare invoices and process journal voucher transfers and check payments
Research current industry trends and new event ideas to help improve the event planning and implementation process
Identify best practices and enhancement opportunities to improve organizational effectiveness. Recommend proposed changes to the dean
Collect, analyze, and report data related to the use of SOE facilities
Develop and implement pricing policies for all SOE event venues
Serve as a liaison with event vendors and manage all vendor relationships
Negotiate and approve venue contracts
Manage two hourly positions, and one graduate assistant or student worker
Work collaboratively with staff to ensure full implementation of event logistics and timing
Ensure that any scheduled food service begins and ends on time
Provide audio/visual assistance for event speakers
Ensure appropriate and timely setup and breakdown for all events by communicating plans to set crew on a frequent basis
Create directional signage for events
Serve as the School of Education’s contact for facilities management, campus police, and parking services
In charge of the entire facility which includes offices, classrooms, restrooms, event rooms, the basement and attic spaces etc., monitoring the interior and exterior conditions of the facilities, serving as the point-of-contact for SOE users to submit work orders and maintenance requests and process all work orders that are outside the purview of the custodial crew, delegating to hourly workers in non-emergency situations
Review work order charges for accuracy as applicable
Advocate on behalf of the SOE to ensure university policies and services support the building’s multipurpose use
Coordinate with the University’s Emergency Management Team to develop, maintain, and communicate safety protocols and emergency plans for the building
Authorize building access for new employees to have swipe card access to the building and for appropriate individuals to have access to the Flanagan Counselor Education Clinic
Ensure the building’s exterior doors are set to open and close based on building hours, weekend class schedules, special events, and holidays
Manage the distribution of keys to SOE spaces
Manage projects as needed to keep the building looking fresh and inviting
Develop and manage an annual plan for any necessary building upgrades or repairs
Communicate effectively with University Building Services to coordinate housekeeping services
Qualification
Required
Bachelor's degree in marketing, communications, or a related field or the equivalent combination of education, training, or experience
Excellent verbal, written, and interpersonal communication skills with the proven ability to work effectively with a diverse constituency
Excellent project management skills with the ability to balance competing priorities and tight deadlines
Strong detail orientation, and analytical and problem-solving skills
Proficiency with Microsoft Office Suite 365 products; particularly in working with spreadsheets and databases
Experience with online event scheduling/tracking systems, or similar software
Experience preparing event planning timelines and budgets
Preferred
Experience managing events of varying size and complexity
Experience writing a business plan for a revenue-generating operation
Professional certifications or accreditation in events management (for example, CMP/GMP and/or CMM)
Experience with metrics-driven reports
Benefits
Retirement
Health insurance with options for expanded dental and vision
Group and optional life insurance with coverage for spouse and children
Flexible spending accounts
EAP (Employee Assistance Program)
Educational assistance
Professional development
Wellness benefits
Robust holiday schedule
Access to fitness facilities on campus
Access to the university libraries
Company
William & Mary Libraries
William & Mary Libraries support and enhance teaching and research, and foster intellectual curiosity, creativity and lifelong learning.
1001-5000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase