Provides strategic leadership, management, guidance, and day-to-day oversight for the scheduling, planning and production of campus-based events and conferences. Balances competing needs and avoids scheduling conflicts to successfully execute campus events and conferences that reflect the quality and reputation of Florida State University. Directly supervises two full-time assistants and has indirect supervision of five coordinators as well as approximately 50 student assistants. Fosters a culture of teamwork and shared vision for events. Develops relationships with campus partners to build a network of campus professionals dedicated to designing and executing high-quality events. Serves as system administrator for Event Management Systems (EMS) software and oversees its expansion and implementation across campus.
Develop, lead, and manage the policies and procedures related to the reservation and scheduling of meeting and event spaces for the Oglesby Union, the Division of Student Affairs, and select campus partners. Utilizing best practices, and with emphasis on efficiency and a streamlined approach, manage the staff responsible for and the processes by which recognized student organizations, faculty, staff, and external clients reserve and utilize campus spaces. Provide and oversee event consultation and permitting services focused on producing safe and well-managed events.
Direct, lead, and manage event operations services for the Oglesby Union, the Division of Student Affairs, and select campus partners. Efficiently manage staff and resources to maximize the quantity and quality of services provided, including event management/supervision and production support (i.e. meeting/event space setups and audio-visual services). With a firm commitment to guest satisfaction and positive event experiences, develop and oversee the training of event personnel including full-time coordinators and student assistants such as building managers, production support, and information desk attendants. Implement a continuous improvement process, including post-mortems, post-event questionnaires for guests, internal staff surveys, etc., whereby reservations and event services are immediately reviewed for successes and areas of improvement.
Establish relationships with and secure support from area convention and tourism bureaus and actively promote and market event facilities and services to external clients. Meet and exceed generated revenue goals. Prepare, monitor, and manage departmental income and expenses to maximize profitability. Ensure departmental compliance with university cash handling, payment card data security, and related accounting requirements. Conduct annual market comparisons and recommend changes to rate structure as appropriate.
Cultivate, maintain, and foster customer-centric relationships with faculty, staff, students, and external client users of campus spaces. Build partnerships and working relationships with event planners, coordinators, support personnel across campus (i.e. safety, facilities, transportation, audio-visual, food service, communications, etc.), and with external event services vendors. Lead the campus committee for event planning and represent the Oglesby Union on various committees and programming boards such as the Family Weekend Committee, Orientation Steering Committee, and other teams and workgroups as assigned. As resources allow, serve as a delegate to external industry associations and encourage the development of staff though advanced training, professional development opportunities, and applicable industry certifications.
Serve as software administrator for Event Management Systems (EMS) software. Utilizing best practices, develop a seamless and timely process for expanding the EMS software environment and associated services to other areas of campus. Perform and install regular updates to EMS systems and work with IT support to ensure EMS servers are patched, updated, and operating smoothly. Manage other software systems specific to the Oglesby Union, including applications used for event diagramming, employee scheduling, lost and found, and other related services. Track and report data related to the utilization of space by various group types. Compile and submit a detailed analysis of space utilization at the close of each fiscal year.
Bachelor's degree and six years of experience related to the duties of this position; or post high school education and experience equal to ten years related to the duties of this position.
(Note: Higher education may substitute for experience at the equivalent rate.)
Ability to demonstrate effective customer service skills.
Experience utilizing problem solving skills.
Experience with event planning.
Experience preparing and monitoring budget information.
Experience Ability to train and supervise employees.
Ability to communicate effectively verbally and in writing.
Experience Event Management Systems (EMS) software.
Knowledge of and ability to interpret and apply related University policies, procedures, principles, and practices.
Internal Number: Job ID: 44510
About Florida State University
One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking.
FSU's welcoming campus is located on the oldest continuous site of higher education in Florida, in a community that fosters free inquiry and embraces diversity, along with championship athletics, and a prime location in the heart of the state capital.