Event Manager, Off Campus Facilities-Auxiliary Enterprises

Company: Gonzaga University
Location: Spokane
Posted on: May 28, 2023

Job Description:

Posting Details
First Section
Who We Are
At Gonzaga we don't just state our mission. We live it every day as a Catholic, Jesuit, and humanistic University. It is the reason we exist and the foundation for our purpose: educating students for lives of leadership and service. From students to faculty and staff members, everyone here knows what we stand for - and they know how valuable our mission is to the success of our institution.
Our diverse selection of benefits is part of Gonzaga's commitment to care for and meet the needs of our employees and their families. The University provides full-time employees in their first year: a PPO Medical plan administered by Premera Blue Cross, employer-paid dental programs through Delta Dental, vision coverage through VSP, employer-paid Life Insurance, and optional employee-paid Life Insurance through Lincoln Financial, TIAA 403(b) Retirement plan including free onsite financial planning and advising, Employee Assistance Program through Supportlinc, Zagfit Wellness program with access to GU's onsite fitness center and Spokane Transit Authority (STA) bus passes. Additionally, full-time (40 hours per week) staff employees accrue 4 hours of sick time per pay period (pro-rated for less than 40 hours/week), vacation time starting at 5 hours per pay period (pro-rated for less than 40 hours/week) and 17 paid holidays. Additional benefits such as Long Term Disability and Tuition Waivers are available after the first year of employment.
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Position Title
Event Manager, Off Campus Facilities-Auxiliary Enterprises
Posting Number
S2011P
Department
GUEST
Work Schedule
Flexible to support the needs of the location off campus
Employment Status
Regular
Temporary or Fixed-Term Assignment End Date
Hours per Week
40
Months per Year
12
Job Purpose
The position is a full-time, year-round, live-on site role residing at the Bozarth Mansion and Retreat Center (BRC). The position provides property and event management of all buildings and grounds off campus under the purview of Auxiliary Enterprises - currently BRC and the Monks Property. The position provides full-service support for events at these locations to include, but not limited to; event coordination (issue and execute Usage Agreements through EMS, ensure event insurance is provided and/or purchased, draft and finalize event diagrams for set-up of equipment, tear-down and post clean-up of event), daily facility maintenance, and provide event support during scheduled events that may occur during daytime, evening, and weekend hours as needed.
The position will coordinate and communicate with the GUEST Manager to ensure proper coverage and support for all events at off campus facilities under the purview of Auxiliary Enterprises. The position will supervise a team of student employees to meet all event and operational requirements. The position will develop positive, lasting relationships with Bozarth Guests, Gonzaga University departments, and neighbors of the properties. The position will also work at on campus facility events as directed by the GUEST Manager.
Target Salary (Annualized 12 months, 40 hours/week)
Minimum Salary (Annualized 12 months, 40 hours/week)
47607
Salary Midpoint (Annualized 12 months, 40 hours/week)
56008
Maximum Salary (Annualized 12 months, 40 hours/week)
64409
Essential Functions
Essential Function Category Title
Event Managment
% of time for section
30%
Function Details

• Update and maintain Bozarth Event Guide.
• Provide a warm welcome for all planners/ guests.
• Respond to all requests for events to use the Bozarth Mansion and Retreat Center and Monk Property.
• Coordinate and give tours of the facilities.
• Issue Usage Agreements through EMS and ensure all necessary paperwork (Usage Agreements, COI's, etc.) are reviewed, signed, submitted, and uploaded properly in EMS for each confirmed event.
• Collaborate with event planners to coordinate all relevant details for their events. Utilize social tables to accurately diagram all events, enter all details and information into EMS.
• Review and reconcile monthly events with the Finance and Business analyst to ensure proper billing is complete. Essential Function Category Title
  Facility Managment
  % of time for section
  30%
  Function Details
  • Regularly inspect the grounds, facilities, and equipment to determine and schedule repairs and maintenance.
  • Keep property clean and free of debris, including grounds, laundry, and parking areas.
  • Perform general janitorial work as needed.
  • Perform occasional minor repairs and light maintenance.
  • Put out and remove recycling and garbage.
  • Communicate with Plant and Grounds to coordinate snow removal, planting of flowers, watering, and lawn mowing.
  • After hours emergency handling, accept on-call responsibilities and respond to emergencies/safety hazards protecting the property and all onsite residence.
  • Interface with property vendors and contractors to ensure prompt response to maintenance issues.
  • Order replacement equipment and resources as needed. Essential Function Category Title
    Stewardship & Communication
    % of time for section
    20%
    Function Details
    • Review Bozarth operational budget with GUEST Manager to be familiar with how funds are allocated.
    • Responsible for identifying items that are needed and creating purchase requisitions, submitting price comparisons, and planning for supplies.
    • Nurture strong relationships with campus partners including but not limited to Mission and Ministry, University Advancement, the President's Office, and Academic Colleges.
    • Promote positive client relations by handling all complaints and responding to guest needs and concerns.
    • Communicate regularly with the GUEST Manager concerning feedback from clients.
    • Work closely with peers to understand the needs of the department and collaborate to cover all requests.
    • Maintain good rapport with the Fairwood Neighborhood Association and any neighbors near other properties. Essential Function Category Title
      Team Management, Training and Development
      % of time for section
      10%
      Function Details
      • Recruit, hire, onboard, student staff in compliance with Student Employment Procedures.
      • Train, and schedule student staff to meet business needs throughout the semester.
      • Responsible for Student Employee Handbook and policy enforcement.
      • Ensure schedules are posted in a timely manner meeting all labor expectations.
      • Provide clear communication to all team members in your area. This includes utilizing written, verbal, and digital communication strategies.
      • Attend all departmental, divisional, and university meetings as business allows. Other Functions
        Other Functions
        • May be called upon to assist other Auxiliary Enterprise functions as required.
        • Other duties as assigned by the department. University Competencies
          University Work Values
          Promoting Excellence in Academic Endeavors and Professional Practice
          --- Fostering intellectual depth, competence, reflection, and creativity in pursuing exemplary, rather than satisfactory, outcomes
          Sharing Responsibility for Mission Identity and Leadership
          --- Making a personal commitment to learn about Gonzaga's mission, discovering ways to contribute individually and collaboratively to our distinctive learning and research community
          Affirming a Commitment to Human Dignity
          --- Engaging one another with profound respect, professionalism, and cura personalis while supporting one another's continued learning, development, and maximizing of potential
          Advancing a Culture of Inclusiveness
          --- Developing cultural fluencies and global awarenesses, and practicing habits that enable us to value, recruit, and support community members from historically underrepresented backgrounds
          Caring for Our Common Home and Integral Ecology
          --- Growing ecological awareness of and respect for the interconnectedness of human and non-human life, and the need to develop and practice habits that are mutually beneficial to all life
          Cultivating Individual and Community Accountability
          --- Demonstrating mutual commitment to our shared project by holding ourselves and others responsible for actions, expecting appropriate behavior, and aligning activities with ethical and professional standards
          Qualifications/Knowledge Required/Years Experience Required
          Degree Required
          HS diploma or GED
          Certifications and/or Licensures required
          N/A
          Knowledge Required
          Early career, knowledge may be from education and/or some experience
          Years Experience Required
          1-2.99 years
          Minimum Qualifications
          • 2+ years work experience in the industry (hospitality, events, or higher education) or similar role or position.
          • Work in roles or establishments that require organization, collaboration, and strong work ethic to complete tasks.
          • Proven leader. Provide examples of leadership, team development, and motivational techniques.
          • Record for working a variety of events of all sizes, types of service and for a diverse clientele.
          • Willingness to learn systems, technology, and established protocol.
          • Excellent and proven organizational, verbal, written, and interpersonal communication skills. Ability to effectively interact and collaborate with team members, clients, and university personnel.
          • Demonstrated ability to adapt to changing circumstances and shifting demands. Experience planning and delegating to accomplish goals.
          • Proficiency in computer applications including Microsoft Office, Webpage development, and graphics programs. Experience with EMS and/or Social Tables is a plus.
          • Ability to work weekends, holidays, and/or evenings as needed.
          • Experience working remotely, or with minimal supervision on a daily basis while maintaining high levels of performance. Desired Qualifications
            • Bachelor's Degree in Business with a concentration in marketing, event planning, or hospitality
            • Conference/ Event experience in a higher education setting.
            • Demonstrated ability to coordinate multiple projects, prioritize work to maximize productivity and respond effectively to change. Physical / Environmental Qualifications
              • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
              • While performing the duties of this job, the employee is occasionally required to stand, walk, sit, use hands to manipulate, handle, or feel objects, tools or controls. Reach with hands and arms, climb stairs, talk or hear.
              • This position may be required to sit for long periods of time.
              • Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to focus.
              • May be required to lift more than 50 pounds and carry for a distance.
                Posting Detail Information
                Open Date
                05/15/2023
                Close Date
                Open Until Filled
                Yes
                Application Review Begins On
                05/29/2023
                Special Instructions to Applicants
                EEO Statement
                Gonzaga University is a Jesuit, Catholic, humanistic institution, and is therefore interested in candidates who will contribute to its distinctive mission. Gonzaga University is a committed EEO/AA employer and diversity candidates are encouraged to apply. All qualified applicants will receive consideration for employment without regard to their disability status and/or protected veteran status. Applicants with disabilities needing reasonable accommodations to complete the application or hiring process should contact Human Resources (509) 313-5996.
                Clery Statement
                Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics
                The safety of all members of the campus community is of vital concern to Gonzaga University. Information regarding crime prevention advice, the law enforcement authority of Campus Security, policies concerning the reporting of any crimes which occurred on the campus (and other specified locations), other security and safety-related policies, as well as the crime statistics for the most recent 3-year period may be found in the Campus Safety and Security Guide and Annual Fire Safety Report. The Gonzaga-In-Florence Safety & Security Guide is also available.
                A copy of the report can be found online at www.Gonzaga.edu/Clery. A paper copy of the Campus Safety & Security Guide and Annual Fire Safety Report or the Gonzaga-In-Florence Safety & Security Guide may be obtained by contacting the Student Development Office on main campus, College Hall 120. The Florence Guide may also be obtained on the Florence campus in room 105.

Keywords: Gonzaga University, Spokane , Event Manager, Off Campus Facilities-Auxiliary Enterprises, Executive , Spokane, Washington