Event Planner, Operations

Company Description

Augsburg University has maintained a strong academic reputation defined by excellence in the liberal arts and professional studies since 1869. A safe and welcoming campus in the heart of Minneapolis, Augsburg offers undergraduate and graduate degrees to nearly 3,200 diverse students.

Augsburg’s mission is to educate students to be informed citizens, thoughtful stewards, critical thinkers, and responsible leaders. The Augsburg experience is supported by an engaged community that is committed to intentional diversity in its life and work. An Augsburg education is defined by excellence in the liberal arts and professional studies, guided by the faith and values of the Lutheran church, and shaped by its urban and global settings.

Augsburg invites individuals who share our mission and commitment to intentional diversity, equity, inclusion and belonging to join our community.  In particular, Augsburg invites BIPOC, LGBTQIA+, individuals with disabilities, women, veterans and those from underrepresented or marginalized backgrounds are encouraged to apply. 

Job Description

The Events Planner, Operations is responsible for the management and direction of event production, administration of technical resources, and leadership of event support and technical services personnel for facilities at Augsburg University.  Provides leadership and guidance to student organizations, conference and reservation staff, as well as other internal planners and staff to coordinate event management and technical support.  Works closely with IT on diagnosis and maintenance of all audio-visual equipment in meeting and conference rooms and maintains an accurate inventory of all campus event equipment.

PRIMARY RESPONSIBILITIES:

• Lead and manage assigned events and ensure that Augsburg University events are tied to the mission and have a consistent feel that reinforces the university’s brand.
• Provide quality customer service and form positive working relationships.  
• Provide leadership and guidance related to all technical support aspects of events.
• Provide supervision, leadership, and training to student support staff.

Coordination of Technical Resources

• Oversee & manage the reservation, delivery, set-up, operation, and maintenance of departmental performance and audio-visual systems, meeting/conference multimedia, and other technical equipment.
• Coordinate maintenance, installation, policy development, and repair of the facilities, performance systems, audio-visual equipment, sound equipment, and support area.
• Serve as administrator for University Events website, departmental forms, and software programs including, but not limited to, Ad Astra, Social Tables, and University Tickets. 
• Serve as primary point-person for contracted Technical Services Coordinator.
• Serve as departmental liaison to IT for all audio-visual and multimedia-related needs.

Inventory, Maintenance, Purchasing, and Budget Development

• Develop and monitor equipment inventory and maintenance systems and programs.
• Responsible for short and long-term budgeting, researching, recommending, and purchasing equipment to meet the technology needs of the campus and event customers.
• Develop and manage technical operations service budget, including the development of yearly equipment and labor rates.
• Oversee the work of contractors during the installation of technical equipment, as necessary.

Event Support Staff and Student Worker Supervision

• Hire, train and provide direct supervision to a team of 12-16 student workers to assist in the support and service of events, meetings, and summer conference operations.
• Manage budget lines related to student compensation.

Event Planning and Management

• Independently plan and manage assigned medium to large events/portions of events; partner with departments to determine event goals and objectives and final event logistics.
• Provide onsite leadership to live events by making real-time, unsupervised decisions, directing staff and volunteers, evaluating risks, and course-correcting when necessary to ensure the event remains successful, on-budget, and mission-centered.
• Make decisions related to event logistics in partnership with on and off--campus partners including catering, public safety, facilities/custodial, IT,  rental vendors, musicians, and staff.
• Collaborate with Marketing and Communications to maintain master web calendar content of campus events and activities and create brand-appropriate event collateral where appropriate.
•  All other duties as apparent or assigned by supervisor(s).

Qualifications

Minimum Qualifications

• Bachel