The Associate Director of Facilities and Event Services acts as a liaison between event organizers, vendors/caterers and Facilities. Ensures rooms at the Harper Center are set up according to planned event logistics.Oversees the execution of events, and may occasionally directly manage high-level events.
The Associate Director also develops, enforces, and maintains Harper Center rental guidelines and procedures for all catered events. Manages annual catering contract negotiations, and assists with the selection of vendors for events as needed. Additional responsibilities revolve around maintenance and upkeep of the MRM reservation system, approving reservations, inputting reservations and occasional administrative tasks. The Associate Director also develops, improves, and maintains relationships with contracted vendors and service providers.
Incorporate and coordinate all service groups that support events in the Harper Center.This includes security, custodial, engineering and outside contracted vendors.
Directly supervise a three employee union service crew.
Manage the contracted, budgeted services of a UC approved housekeeping vendor
Assist in overseeing the UC Booth approved foodservice contractor.
Facilities liaison between student and faculty groups with each new academic cycle.
Assist with updating and ordering all building signage.
Works as part of the building project team to oversee Harper Center construction and capital projects throughout the year.
Assist with developing and enforcing safety training procedures and drills.
Manage the contracted, budgeted services of a UC approved lawn care provider.
Conduct building tours to VIP guests.
Supervise the MRM Meeting Room Management software system.
Work varied schedules to include nights and weekends as needed or required.
Manage of operating budget and assists Director with management of multi-year capital budget.
Understanding of scheduling and event set up logistics required.
Excellent verbal and written communication skills required.
Exemplary customer service skills required.
Decision making skills required.
Ability to work as part of a team and independently required.
Ability to maintain confidentiality required.
Ability to work on multiple projects simultaneously, set priorities and meet deadlines required.
Proven exceptional organization, diplomacy and communication skills with many types of constituencies (faculty, staff, students, vendors, suppliers, etc.) required.
Flexibility in work schedule, which may include working occasional nights and weekends required.
Education, Experience and Certifications
Bachelorâ™s degree required.
At least four years of relevant experience in required in the event or conference planning and/or foodservice/hospitality industry required.
Successful experience as a manager required.
Project management experience preferred.
Experience in a union environment preferred.
Technical Knowledge or Skills:
Understanding and appreciation of higher education preferred.
Note: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.
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Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
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Internal Number: JR01004
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