Functions Manager - Staff Conference '27 (National Staff Conference)

Functions Manager - Staff Conference '27 (National Staff Conference)

Work Location:

Remote - USA

Schedule:

Part time

To advance the purpose of InterVarsity, this position will provide leadership to ensure the proper utilization of event function space.

MAJOR RESPONSIBILITIES 

Personal:  

• Be a maturing disciple of Jesus Christ: growing in love for God, God's Word, God's people of every ethnicity and culture, and God's purposes in the world

• Pursue a vibrant relationship with the triune God through engagement with Scripture, prayer, and worship, both individually and in community 

• Exercise self-leadership (growing in self-awareness, self-management, relational integrity, and resiliency) 

• Embrace and practice Scriptural standards for behavior and attitudes, including those described in the Code of Conduct

• Foster an environment of servanthood among staff serving at events 

Ensure the effective use of function space: 

• Manage the development, implementation and use of the systems and process steps to receive requests, assign, confirm and fulfill all city-wide function space needs, including location, scheduling, and furnishings of such space

• Maintain accurate inventory and ensure cost-effective scheduling of contracted facilities and furnishings 

• Assist internal clients regarding their space needs, ensuring proper service and attention to detail 

• Use contractual, facility, and operation team guidelines to execute tasks pertaining to documentation, usage details, and signage distribution

• Utilize the appropriate systems and process steps to design, generate, interpret and distribute comprehensive function reports, including but not limited to space usage, change orders, schedules, and furnishings 

• Design, implement, and manage communication plan involving staff, and staff utilizing each space, including pre-event and on-site communications 

• Work in partnership with internal team and external vendors in managing plenary session seating

• Partner with catering company to negotiate meal costs, communicate guarantees, and ensure catering is available for special meals, receptions, program meals, or other events where food is needed 

• Partner with catering team to provide designated meals for back-of-house demands; this includes menu and dining process review, as well as managing the catering and dining room staff 

• Adhering to InterVarsity accounting standards, manage assigned event budget and expenditures, including post-event internal chargebacks

• Provide primary oversight to and develop healthy, professional relationships with all pertinent service providers for the event – including, but not limited to decorator, AV, catering, electrical, internet, security. 

Interface with securities teams: 

• Coordinate onsite with internal security team as needed

• Partner with external security vendor(s) to provide accurate conference details to execute plans effectively

Coordinate and execute signage needs: 

• Coordinate the directional and branding signage request collection process for internal key stakeholders

• Ensure signage decisions and implementation is compliant with all vendor regulations

Coordinate the freight and handling of conference materials: 

• Assess the shipping and freight needs of internal team members

• Develop and execute a shipping plan from the National Service Center to the event, and back 

Administration and compliance: 

• Meet regularly with Associate Operations Director to ensure completion of tasks and met deadlines

• Submit requested reports to Associate Director of Operations on time 

• Prepare a complete final report by the assigned date 

Contribute to the effectiveness of the Conference Team: 

• Work in partnership within the team and with other teams as required

• Participate in event Operations Team and other event related meetings 

• Travel to conference site and team meetings as required 

• Participate in organization meetings and events as able 

Maintain technical, professional and spiritual growth and development: 

• Stay current with computer programs InterVarsity uses to support the above functions

• Attend workshops and classes as necessary 

• Develop and execute a professional development plan 

Developing a 10% funding base: 

• Develop and manage a donor base equivalent to