Event Manager

Job Title: Events Manager Reports To: Chief of Staff Employment Status: Full Time FLSA Status: Exempt Location: Onsite Position Summary FVSU is seeking a highly experienced, creative, and detail-oriented events professional to lead the university's event operations and venue rental program. The ideal candidate will be an expert in envisioning exceptional event experiences and directing the planning, logistics, and execution necessary to ensure successful outcomes for both internal and external stakeholders. Reporting to the Chief of Staff, the Events Manager leads the planning and execution of the university's signature, mid-level, and high-profile events and provides strategic oversight and administrative support for larger, more complex programs conducted both on campus and at off-site locations. As a convener of stakeholders from across the institution, the Event Manager is responsible for event strategy, production, and execution, with a focus on creating experiences that align with FVSU's strategic priorities, reinforce its mission and values, and strengthen its reputation. The Events Manager also serves as the university's primary manager for external facility rentals, overseeing the promotion, scheduling, and utilization of university facilities to generate revenue and foster community engagement. This position manages the venue rental process from inquiry through event completion, including negotiating and administering rental agreements, coordinating logistics with campus partners, ensuring compliance with university policies, collecting and tracking payments, processing invoices, monitoring event-related revenues and expenses, reconciling accounts, and ensuring all contractual and financial obligations are fulfilled. The Events Manager provides expert consultation and high-level support to university departments while promoting operational excellence and exceptional customer service. Position Duties Event Production & Management (50%) Serves as the primary point of contact for internal and external stakeholders regarding university events. Develops and maintains professional standards, policies, and procedures for the planning and execution of signature events, commencements, ceremonies, conferences, and university-sponsored programs. Ensures event priorities and objectives are aligned with institutional goals and enhance the image and reputation of the university. Ensures campus-wide priorities are reflected in event planning, presentation, and execution. In consultation with the Chief of Staff, serves as a campus resource on university protocol, ceremonial procedures, branding, etiquette, and institutional representation. Provides guidance and direction in the execution of high-quality events and ceremonies, emphasizing customer service, attention to detail, protocol, and professionalism. Advises event sponsors on program content, event flow, logistics, and operational requirements. Assists with event program development, including speaker coordination, agenda preparation, and event execution. Ensures implementation of event objectives in compliance with university policies and procedures. Utilizes event management systems and technologies to support scheduling, logistics, and event operations. Collaborates with event hosts to determine budgetary and resource requirements. Attends and oversees events during normal business hours and extended hours, including evenings and weekends, as required. Venue Rental Administration & Financial Management (20%) Serves as the primary university contact for external clients seeking to rent university facilities and event spaces. Markets and promotes university venues to external organizations, businesses, governmental agencies, and community groups to maximize facility utilization and revenue generation. Develops rental proposals and coordinates facility rental opportunities from initial inquiry through event completion. Prepares, negotiates, administers, and maintains facility rental agreements, contracts, permits, and related documentation. Ensures all facility rental agreements comply with university policies, procedures, risk management requirements, and applicable regulations. Establishes and monitors rental fees, service charges, deposits, and event-related expenses in accordance with university guidelines. Collects, tracks, and reconciles rental payments, deposits, and other event-related revenues. Processes invoices and payment requests related to facility rentals, event services, vendors, and contracted support services. Coordinates with the Business Office and other university departments to ensure timely billing, payment processing, account reconciliation, and financial reporting. Maintains accurate financial records related to venue rentals and event operations. Monitors revenue performance and identifies opportunities to increase utilization and revenue generation from university facilities. Prepares reports regarding rental activity, revenue, expenses, and financial performance metrics. Communications, Client Relations & Marketing (15%) Communicates university policies, procedures, and requirements related to events and facility use. Serves as the university's primary liaison for event planning and facility rental inquiries. Develops and maintains productive relationships with campus stakeholders, community organizations, vendors, sponsors, and external clients. Oversees communications related to event planning, facility rentals, logistics coordination, and operational requirements. Collaborates with university departments to market event venues and support institutional initiatives. Provides exceptional customer service and consultative support throughout the event planning and facility rental process. Facility Utilization, Scheduling & Operational Oversight (10%) Oversees campus-wide scheduling and utilization of event venues and meeting spaces utilizing approved reservation systems. Monitors facility availability and manages event calendars to optimize utilization and prevent scheduling conflicts. Coordinates with Facilities Management, Dining Services, Information Technology, Public Safety, Custodial Services, and other support units to ensure successful event operations. Conducts regular planning meetings with campus service providers to review logistics and operational requirements. Evaluates event operations and facility utilization to improve effectiveness and customer satisfaction. Maintains accurate records related to facility usage, event activity, and operational outcomes. Other Duties as Assigned (5%) Performs other duties and special projects as assigned in support of university initiatives and operational needs. Minimum Training and Experience Requirements: Bachelor's Degree and one year of experience related to the area of assignment; or equivalent combination of training and experience. Working Conditions Work is generally performed in an office environment with periods of sitting, standing, walking, and other routine movement. The position may require participation in university events outside normal business hours, including evenings and weekends. Periodic travel may be required to support programs, events, meetings and engagement activities. Physical Requirements Ability to perform the essential functions of the position with or without reasonable accommodation. Ability to remain seated or standing for extended periods and perform routine activities associated with an office and event environment. May occasionally be required to move materials or supplies associated with programs and events. Equal Employment Opportunity Fort Valley State University is an equal opportunity employer. The University does not discriminate in employment on the basis of race, color, religion, sex, pregnancy, national origin, age, disability, genetic information, protected veteran status, sexual orientation, gender identity, or any other status protected by applicable federal, state, or University System of Georgia policy. #J-18808-Ljbffr