Event Manager

Position Number 8102053

Work Modality Fully In-Person

Job Category University Staff

Job Type Full-Time

FLSA Status Exempt

Campus Rogers Park-Lake Shore Campus

Department Name CONFERENCE SERVICES

Location Code CONFERENCE SERVICES (07040A)

Is this split and/or fully grant funded? No

The Lodging and Event Manager is the on‑site contact and is responsible for managing the lodging at the Water Tower and Lake Shore campuses and the setup, day of support, and breakdown of events occurring. This position coordinates opening and closing of buildings for events, and responding to inquiries and needs regarding lodging and events occurring through Conference Services. This oversight ensures that safe and well‑executed events/lodging which occur to support the recruitment and retention goals of the University.

This position will also:

• Work with both the University community and external clients on meetings/events/conferences for meeting room reservations and summer lodging in the residential halls available at all campuses, as well as year‑round the Baumhart Suites River North
• Manage the hiring, training, and supervision of up to 90-100 student staff to support lodging and event operations.
• Work directly with clients on their lodging assignments: guest check-in/out, payment processing, lodging room setups/changeovers, housekeeping support, customer service support for day/night requests and overnight requests/accommodations.
• Be available evenings and weekends, and holidays to handle and troubleshoot emergencies and needs of clients and guests.
• Develop and train student staff on job responsibilities and emergency evacuation.
• Track and maintain inventory that is critical to the support of events and the conference housing operation. This includes but is not limited to linens, pillows, toiletries, cleaning supplies, etc.
• Work closely with campus partners including Facilities, Catering, Campus Safety, etc. on event and guest lodging information when needed.
• Manage the various inquiry mailboxes to include Loyola Lodging and conferences daily, and respond to potential clients
• Assist in the coordination and implementation of event risk management, evacuation, contingency plans and drills for student staff, clients, and guests
• Create and manage client quotes, invoices and contracts for events and lodging spaces.
• Develop and manage annual budget for Conference Services- lodging and event AUs
• Work closely with Manager of Marketing & Sales to ensure revenue goals for Conference Services lodging and events are met/exceeded on an annual basis
• Track student worker hours and payroll to ensure expenses are kept within allotted budgets
• Track student payroll to ensure Federal Work Study funds are used for eligible students
• Manage purchasing of supplies for all Conference Services events and lodging operations
• Provide oversight and supervision to student support team during designated shifts, including building operations managers and attendants, and event and information assistants in executing the daily facility plan. This is to include training and corrective action.
• Work with lodging and event software to make sure that information is entered correction and follows procedures and protocols, so that all reports to be generated are run correctly.
• Perform month‑end close procedures for efficient and effective accounting practices
• Create staff schedules, post shift and conduct performance feedback and disciplinary actions
• Management of the facility during designated shifts (open, close or mid‑day) by providing oversight of facility operations and event setups according to event management software, 25
  
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• Point of contact with visitors and clients while providing quality concierge and customer service including support for Baumhart hotel/25fl.
• Organize meetings, workshops, seminars, and other special events through the university scheduling system 25
  
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• Track and maintain facility related inventory that is critical to the support of events. Assist with setup of equipment for events
• Assists with various projects as they arise
• Work with special events and exhibits at LUMA
• Perform additional duties as required