Job Summary

The Event and Residence Manager plays a crucial role in planning, coordinating, and executing various events sponsored by the Office of the President, on campus, off campus, and at the president’s residence. The Events and Residence Manager is a pivotal role responsible for orchestrating a wide array of events, managing holiday decorations, coordinating with vendors, and overseeing house management duties for the college president's residence. This multifaceted role requires strong organizational skills, attention to detail, and excellent communication abilities to ensure seamless execution of events and maintenance of the residence. The Event Manager contributes significantly to the institution’s reputation, fosters community engagement, and ensures the success of key events.

Supervision:

This position reports to the Executive Assistant to the President.

Responsibilities:

1. President's Residence Management:

• Event Management:

• Plan, coordinate, and execute a variety of events, including but not limited to receptions, dinners, ceremonies, and meetings hosted at the college president's residence.

• Collaborate with internal stakeholders to understand event requirements and objectives, ensuring events align with institutional goals and standards.

• Negotiate contracts with vendors, and secure necessary permits or licenses as required.

• Oversee event logistics, including venue setup, catering, audiovisual arrangements, and guest accommodations.

• Holiday Decor:

• Develop creative concepts for holiday decorations in alignment with the college's aesthetic and cultural sensitivities.

• Coordinate the procurement, installation, and removal of holiday decor, ensuring timely execution and compliance with safety regulations.

• Vendor Liaison:

• Serve as the primary point of contact for external vendors, including florists, caterers, rental companies, and maintenance contractors.

• Negotiate contracts, review service agreements, and maintain positive relationships with vendors to ensure reliable and cost-effective services.

• Conduct periodic evaluations of vendor performance and address any issues or concerns promptly.

• House Management:

• Oversee all aspects of house management for the college president's residence, including cleanliness, maintenance, and security.

• Coordinate routine maintenance tasks and repairs, liaising with facilities management or external service providers as needed.

• Ensure the residence is appropriately stocked with supplies and amenities, anticipating the needs of the occupants and guests.

• Administrative Support:

• Assist the college president and their family with administrative tasks related to event planning, residence management, and correspondence.

• Maintain accurate records, manage calendars, and coordinate schedules to facilitate efficient operations.

• Handle confidential information with discretion and professionalism.

2. Plan, oversee, and manage details and logistics for events, meetings, and programs sponsored by the Office of the President. Collaborate with relevant departments such as facilities, catering, and technical support, faculty, staff, and students to ensure events run seamlessly. Attend and participate in all events as part of assigned staffing. Plan and manage events held off campus and sponsored/co-sponsored by the Office of the President.

3. Collaborate with Philanthropy and Engagement to strategize, develop, and execute development-focused, donor related presidential events, including campaigns, dedications, and groundbreakings.

4. Post event information and develop online event registrations; send emails; create digital and print event invitations; manage programs, attendance tracking and nametags; develop briefing materials and post-event surveys. Coordinate event logistics for presidential donor relations events, including invitation printing, production, and mailing list preparation.

5. Assist Marketing and Communications with developing, researching and creating special projects for social media and assist with social media schedule (Facebook, Instagram, Twitter).

6. Manage executive-level projects related to the Office of the President and Provost and assist with special strategic projects, research, and assignments related to the Offices of the President, Provost, and General Counsel.

7. Provide administrative support within the Offices of the President, and Provost with duties that include website management, social media management, and communications via Intercom, Slate; receive confidential information and inquiries and prepare follow up correspondence.

8. Manage the Executive Director of Government, Community, and Constituent Relations calendar ensuring they are kept on schedule, prioritize meeting requests, and coordinate travel arrangements.

9. Develop, demonstrate, and promote multicultural awareness and contribute to cultivating an inclusive, diverse and respectful College community. Demonstrate a commitment to diversity and inclusion as a college priority, communicate to employees an expectation of behavior that is civil and inclusive when interacting with all staff, faculty, students and visitors and promote a flexible, collaborative and inclusive work and living environment.

10. Foster positive relationships with internal and external stakeholders.

Required Qualifications:

• Bachelor’s degree. Preference will be given to May 2024 Ithaca College graduates.

• Proven experience in event planning and execution.

• Strong organizational skills and attention to detail.

• Excellent communication and interpersonal abilities.

• Self-motivated and the ability to work independently and collaboratively.

• Ability to cultivate an inclusive, diverse and welcoming environment and to treat all people equitably and with a sensitivity and awareness to cultural difference.

• Proficiency in website and social media account maintenance as well as with Microsoft Office software applications.

• Ability and flexibility to work evenings, nights, weekends, and travel as needed.

Work Environment:

Most of the work of the incumbent is carried out within a generally accessible, safe, indoor environment. The incumbent will be required to operate a personal computer and associated equipment such as computer printers and other office equipment used in day-to-day operation. The incumbent will be required to travel and attend various College functions during and after normal business hours.

This position is 37.5 hours per week, 52 weeks per year.

Application Instructions:

Interested applicants must apply online and attach a resume, cover letter, and list of three professional references. Questions about online applications should be directed to the Office of Human Resources at (607) 274-8000 or humanresources@ithaca.edu.

Ithaca College is committed to building a diverse academic community and encourages members of underrepresented groups to apply. Experience that contributes to the diversity of the college is appreciated.

Visa sponsorship is not provided for this position.

Hiring Rate:

$58,500

We pride ourselves on providing our benefit-eligible employees with comprehensive benefits, including:

• Healthcare including vision and dental

• Generous Paid Time Off Policies

• 403B Retirement Savings Plan with Matching Employer Contribution

• EAP

• Flexible Work Plans

• Educational Benefits

• Career-Enhancing Trainings

• For an overview of our benefit offerings, please visit https://www.ithaca.edu/human-resources/employee-benefits-wellness

At Ithaca College, a comprehensive residential campus community of approximately 5,000 students, we strive to be at the forefront of the higher education landscape. We offer a distinct integrative learning experience that makes students ready for the personal, professional, and global challenges of our age.

We seek candidates who embrace integrative learning and want to be a part of this exciting time in Ithaca College history. We encourage creative collaboration and innovation in our faculty and staff, providing support and resources for them to grow in their fields and lead students to their own innovative ideas and achievements.

We welcome different ways of thinking and look for candidates with unique points of view and life experiences. We are inclusive of individuals with a wide range of cultural, personal, and professional backgrounds, talents, and skills. Our campus is a vibrant and rewarding community where diverse minds can learn, succeed, and excel.

When reviewing candidates, we are looking for indicators of a number of core competencies. Prospective candidates must be adaptable, collaborative, inclusive, respectful, responsive, results driven, and sustainable. They must communicate effectively, demonstrate leadership, exhibit professional integrity and ethics, take initiative, value personal and professional development, and show that they will engage in the college.

Nestled in the heart of New York State’s scenic Finger Lakes region, Ithaca College sits atop South Hill overlooking picturesque Cayuga Lake and is just minutes away from the city center. Combining small town warmth and charm with the vibrancy of a college community, the thriving and culturally diverse city of Ithaca has been rated by Kiplinger’s as one of the top 10 places to live in the United States.

To learn more about Ithaca College, visit us at http://ithaca.edu