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Administrative Events Manager

POSITION DETAILS

Founded in 1971 in Long Island City, Queens, LaGuardia Community College is one of seven community colleges of the City University of New York/CUNY. LaGuardia offers more than sixty associate degree and certificate programs, as well as dozens of workforce training, ESOL, GED, and pre-college programs. In 2023, LaGuardia served approximately 25,000 students. More than one-third of our degree-seeking students were born outside of the United States, coming to LaGuardia from 136 countries and speaking forty-three heritage languages. More than half are first-generation college students. Sixty-nine percent live in Queens; the rest live in Brooklyn and beyond. Approximately two-thirds of our degree students receive financial aid. Since forty-five percent of them identify as Hispanic, the US Department of Education has designated LaGuardia a Hispanic-Serving Institution. Please visit www.laguardia.edu to learn more.

Reporting to the Community Outreach Program Director, the Administrative Events Manager is responsible for managing the rental process of campus facilities for film, television, commercials, other media-related events and Community partners. This role involves coordinating logistics, liaising with internal and external stakeholders, and ensuring that all rentals comply with college policies. The ideal candidate will have a strong background in media production, excellent organizational skills, and the ability to manage multiple projects simultaneously.

Key responsibilities include, but are not limited to:

• Oversee the scheduling and management of college facilities for Community partners, film, TV, commercials, and other event rentals.

• Serve as the primary point of contact for production companies and other external clients interested in using campus locations.

• Ensure that all necessary permits, insurance, and agreements are in place for each rental.

• Work closely with external production teams to understand their needs and provide suitable solutions within college policies.

• Conduct site visits with potential clients to showcase available facilities and discuss logistics.

• Maintain strong relationships with recurring clients and seek opportunities for new business.

• Coordinate with various college departments (security, facilities, IT, etc.) to ensure all operational aspects of the rental are covered.

• Develop and manage production schedules to minimize disruption to campus activities.

• Ensure that all equipment and spaces are prepared and restored post-rental.

• Prepare cost estimates for clients, including facility fees, staffing, and any additional services required.

• Manage invoicing, payments, and tracking of rental revenues.

• Assist in budget forecasting and financial reporting for rental activities.

• Ensure that all rentals adhere to college policies, safety regulations, and legal requirements.

• Conduct risk assessments for each project to identify potential issues and implement mitigation strategies.

• Coordinate with legal and insurance teams to handle contracts and liability issues.

• Develop marketing strategies to promote college facilities as prime locations for media production.

• Maintain an up-to-date portfolio of campus locations available for rent, including photographs, descriptions, and technical specifications.

• Attend industry events and network with potential clients to increase visibility and rental opportunities.

• Maintain detailed records of all rental activities, including contracts, correspondence, and financial transactions.

• Provide regular reports to the Director of Events on rental activities, client feedback, and financial performance.

• Assist with other departmental tasks as needed.

QUALIFICATIONS

Bachelor's Degree and six years' relevant experience required.

PREFERRED QUALIFICATIONS

• Excellent research and writing skills.

• Excellent communication and interpersonal skills.

• Proficiency using Microsoft office Suite (Outlook, Word, Excel, PowerPoint).

CUNY TITLE OVERVIEW

Oversees planning and coordination of a variety of events to meet Campus or University goals.

• Manages an ongoing calendar of events and creates overall scheduling plans for Campus facilities.

• Works with Campus units or executives, student groups, and outside organizations to develop event concepts, plan detailed programs, and orchestrate successful logistical arrangements to enhance program success.

• Prepares and manages budgets; manages contracts and ongoing vendor arrangements.

• Prepares and manages guest lists, invitations, and arrangements for featured guests and speakers.

• Coordinates with marketing, communications, development, and public relations staffs to develop and execute effective event marketing plans.

• Develops expertise in state-of-the-art technology and media support; arranges for the most appropriate equipment, and assures staff receive appropriate training.

• Prepares event briefing documents for key executives and media relations personnel.

• May supervise a permanent staff, as well as staff hired to operate large events.

• Reports to senior management on the success of events, including financial outcomes.

• Performs related duties as assigned.

Job Title Name: Administrative Events Manager

CUNY TITLE

Higher Education Associate

FLSA

Exempt

COMPENSATION AND BENEFITS

$67,784 - $96,602

Salary commensurate with education and experience.

CUNY's benefits contribute significantly to total compensation, supporting health and wellness, financial well-being, and professional development. We offer a range of health plans, competitive retirement/pension benefits and savings plans, tuition waivers for CUNY graduate study and generous paid time off. Our staff also benefits from the extensive academic, arts, and athletic programs on our campuses and the opportunity to participate in a lively, diverse academic community in one of the greatest cities in the world.

HOW TO APPLY

Visit www.cuny.edu, access the employment page, log in or create a new user account, and search for this vacancy using the Job ID or Title. Select "Apply Now" and provide the requested information.

Candidates should provide a resume and cover letter.

CLOSING DATE

January 2nd, 2025 (Extended)

JOB SEARCH CATEGORY

CUNY Job Posting: Managerial/Professional

EQUAL EMPLOYMENT OPPORTUNITY

CUNY encourages people with disabilities, minorities, veterans and women to apply. At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer.

Job ID

29351

Location

LaGuardia Community College