University of Utah Manager, Program in Salt Lake City, Utah

Details

Open Date 05/26/2017

Requisition Number PRN14341B

Job Title Manager, Program

Working Title Admissions Events Manager

Job Grade D

FLSA Code Administrative

Patient Care Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

Exempt. This position is required to work some evening and weekend program activities.

VP Area Academic Affairs

Department 00295 - Office of Admissions

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range Commensurate with experience

Close Date

NOTE: May close at anytime.

Open Until Filled

NOTE: May close at anytime. Yes

Job Summary

The Admissions Events Manager is a member of the Campus Experience team within the Office of Admissions and provides leadership for the offices’ recruitment and yield programs throughout the year. This position is responsible for the planning, implementation, and assessment of events both on- and off-campus that range in size from a few dozen to several thousand participants. In conjunction with the Assistant Director of Campus Experience, the Admissions Events Manager will direct the work of the University Ambassadors who will assist with the execution of office events. This position also provides back up and support for the Campus Visit Manager.

Responsibilities

1. Assist in the strategic planning of the type and calendar of events throughout the year to help achieve the enrollment goals of the office and university.

2. Evaluates program/event histories, budget considerations, contractual provision and planning recommendations to determine requirements as to space, facilities, technology, equipment, catering and on-site event management.

3. Research and recommend appropriate sites, venues, and vendors. Negotiate pricing and contracts/agreements with

service providers and ensures that the necessary agreements have been signed before each event takes place.

4. Manage and coordinate vendors and internal university services to ensure that all contractual agreements and logistical requirements are met.

5. Ensure timely implementation of event logistics including scheduling, catering, vendor relationships, contract negotiation, staff recruitment/training, marketing, invitee lists, and administrative responsibilities.

6. Initiate and follow through on all facets of event services including production elements of events audio/visual needs, setup, facilities/staging, provide detailed facility diagrams, other support services, and other special considerations.

7. Manage all logistical arrangements including but not limited to: event space, lodging, transportation, marketing and communications, staffing, catering, ordering event supplies, audio/visual, and reservations.

8. Produce event related materials including but not limited to timelines, programs, facilities set ups, floor plans, production schedules, staffing assignments, seating plans, etc. Prepare comprehensive post event summaries for all events.

9. Position will be expected to develop budgets congruent with the Office of Admissions recruitment strategies/goals and work with the allocated budget. Be able to justify expenditures with appropriate documentation, as well as research, identify, and propose cost savings measures. Maintain budget expenses for recruitment and yield events and monitors purchases to ensure compliance or all University fiscal policies, oversees billing accuracy and coordinates timely processing of all invoices.

10. Prepare and organize event specific materials including but not limited to agendas, name badges, signage, and evaluations or assessments.

11. In collaboration with marketing and communications team, contribute to the timely production of all printed and

electronic event communications and collateral as needed.

12. Design and maintain a system for detailed event management information (event plans and schedules, budgets, partner contacts, post-event analyses, timelines, assessments, etc.) to maintain quality and consistency of work and monitor the status of events, projects, and assignments.

13. Act as a liaison with office staff as well as on- and off-campus partners on informational and procedural matters relating to office events and resolves problems within the realm of applied authority. Disseminate timely and relevant information via event briefs, meetings, memorandums, digital communications, and other means to event staff, campus partners, vendors, and participants.

14. Manage and coordinate onsite event logistics including but not limited to vendors, services, and staff.

15. Represent the Office of Admissions at meetings and events. Build and maintain professional working relationships campus partners, vendors, and other stakeholders. Work collaboratively with other units, as appropriate, to support student services, enrollment, and retention at the University.

16. Participate in trainings, meetings, committees and other duties as assigned to support the Office of Admissions

17. Local and US travel required at times for offsite events and event related activities.

18. Evenings and weekend required. Moderate physical activity required.

19. Provide support and serve as back up to Campus Visits Manager.

20. Other duties as assigned.

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Work Environment and Level of Frequency typically required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking.

Often: Repetitive hand motion (such as typing), walking.

Seldom: Bending, reaching overhead.

Minimum Qualifications

Bachelor’s degree in a related field plus two years of related experience or equivalency. Demonstrated human relations and effective communication skills also required.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

Demonstrated experience in event planning, execution, and assessment. Previous experience in an admissions office, student union operations, hotel or conference sales, hospitality management or other customer service organizations. Excellent written, verbal, and presentation skills. Demonstrated leadership skills and the ability to take initiative, be resourceful, and perform with minimal supervision. Ability to motivate and work with diverse individuals and groups within the office, university, and event industry. Strong interpersonal skills with the ability to communicate in courteous, professional, and timely. Exceptional organizational skills and the ability to balance a variety of tasks with a high degree of competency, accuracy, and attention to detail. Ability to make effective administrative and procedural decisions and judgments. Strong skills in problem solving, multi-tasking, public relations, and customer service. Detail orientated with demonstrated skills in effectively anticipating and organizing work priorities to meet and manage multiple pending deadlines and priorities. Ability to adapt quickly, efficiently and with tact and diplomacy to changing priorities and creatively solve problems. Possess a valid driver’s license at time of employment.

Type Benefited Staff

Special Instructions Summary

Review of applications will begin June 22, 2017.

Additional Information

The University of Utah is an Affirmative Action/Equal Opportunity employer and is committed to diversity in its workforce. In compliance with applicable federal and state laws, University of Utah policy of equal employment opportunity prohibits discrimination on the basis of race or ethnicity, religion, color, national origin, sex, age, sexual orientation, gender identity/expression, veteran’s status, status as a qualified person with a disability, or genetic information. Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities, and protected veterans are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law.

To inquire about this posting, email: employment@utah.edu or call 801-581-2300. Reasonable accommodations in the application process will be provided to qualified individuals with disabilities. To request an accommodation or for further information about University AA/EO policies, please contact the Office of Equal Opportunity and Affirmative Action, 201 S. Presidents Cr., Rm 135, (801) 581-8365 (V/ TDD ), email: oeo@umail.utah.edu .

The University is a participating employer with Utah Retirement Systems (“URS”). To be eligible for retirement contributions, you must be hired into a benefit-eligible position. Certain new hires are automatically assigned to the URS retirement plan and other employees with prior URS service, may elect to enroll in the URS within 30 days of hire. Regardless of whether they are hired into a benefit-eligible position or not, individuals who previously retired and are receiving monthly retirement benefits from URS must notify the Benefits Department upon hire. Please contact Utah Retirement Systems at (801)366-7770 or (800)695-4877 or the University’s Benefits Department at (801)581-7447 for information.

This position may require the successful completion of a criminal background check and/or drug screen.