Position Details
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Primary Role(s)
The Event Manager coordinates, prepares, and assists with events scheduled through the campus event scheduling software and owns the College vehicle reservation and booking calendar, including maintenance scheduling and vendor/repair records. During events, this position directs event staff, student workers, and outside vendors involved in setup, execution, and teardown; athletic events typically fall outside this role's scope.
The schedule requires some evenings and weekends for scheduled events, plus availability for emergencies. Event coverage is scheduled and distributed in advance rather than defaulting to full-day attendance at every event. The position is expected to attend and support the execution of major College and Foundation scheduled events.
Secondary Role(s)
This position provides backup coverage for monthly custodial supply inventory counts, including reconciling work orders with on-hand levels, confirming the accuracy of monthly orders, and assisting with restocking upon the arrival of orders. Events draw on the same pool of supplies and equipment, this keeps inventory and event resourcing aligned.
Organization Relationship
This position reports to the Executive Director of Grounds and Maintenance. This position directs event staff, student workers, and outside vendors during events, but does not have ongoing supervisory authority over custodial, grounds, or maintenance staff.
This position coordinates with the College's Risk Team on event safety, liability, student roster considerations, and vehicle risk management.
Partnership is central to all of these relationships, whether with community members, the board, administration, employees, or students.
Qualifications of the Position
Required
- Minimum of five (5) years of relevant event planning and/or customer service experience with private and public entities.
- Commitment to excellent customer service, including a courteous and solution-oriented approach when working with internal departments, external groups, and the public under time pressure.
- Commitment to teamwork and process leadership.
- Excellent oral, technical, and written communication skills.
- Demonstrated proficiency in multitasking, organizing, and planning, with attention to detail, including the ability to manage multiple concurrent events and coordinate with support staff across departments.
- Strong computer skills, with demonstrated Excel and Outlook proficiency and the ability to quickly learn complex event scheduling, reservation, and work order
- Demonstrated ability to manage budgets, including tracking expenditures, forecasting costs, and ensuring events and vehicle operations stay within allocated funds.
- Responsibility for vehicle safety compliance, including ensuring vehicles meet applicable safety standards and enforcing company driving policies.
- Valid driver's license with a clean driving record and ability to coordinate vehicle maintenance and repair scheduling with outside vendors.
Preferred
- Able to manage resources, materials, and inventory equipment utilized during events.
- Experience directing or coordinating the work of staff, student workers, or vendors during events.
- Experience managing a vehicle reservation or booking system, including willingness to stay current on the system and provide training to others.
- CDL with passenger endorsement within a year of employment, preferred but not required.
Essential Functions
- Coordinate, prepare, assist with, and set up all events scheduled through the campus reservation system, ensuring cleanliness and readiness of event areas.
- Direct event staff, student workers, and outside vendors during event setup, execution, and teardown.
- Quickly troubleshoot and resolve issues that arise on the day of an event to minimize disruption and maintain client satisfaction.
- Oversee client experience through post-event reviews, gathering feedback to inform continuous improvement of event operations.
- Attend and support the execution of major College and Foundation scheduled events.
- Coordinate event scheduling in advance to distribute event coverage reasonably rather than requiring attendance at all events.
- Own and manage the College vehicle reservation and booking calendar for departments and employees.
- Provide training to the campus on appropriate procedures for the reservation system and vehicle usage.
- Coordinate routine maintenance, repairs, and inspections for College vehicles with outside vendors or service providers, and maintain the resulting maintenance, service, registration, and insurance records. (Keys, fueling, parking, and mileage logs are managed by Public Safety under the revised process.)
- Coordinate with members of the College's Risk Team, including the VP of Finance, Human Resources, and other relevant personnel, on event safety, liability, student roster, and vehicle risk management matters.
- Serve on committees, attend support and professional meetings, provide consultative services within the College, and participate in College and community activities and events, as necessary.
- Be on call for event-related emergencies.
- Prepare annual goals and objectives along with personal goals and objectives for professional growth and development.
- Serve as backup for monthly custodial supply inventory: complete electronic work orders for inventory controls, assist with counts to confirm ordering accuracy, and assist with restocking once orders are received.
- Perform other duties as assigned.
Supervisory Controls
The employee is required to work independently with minimal supervision and regularly exercise judgment in carrying out assigned duties.
Guidelines
Employees are expected to follow college policies and maintain adherence to the Colleges core values.
Personal Relationships
The position involves daily contact with college employees, students, and community members in a collaborative and professional manner.
Physical Demands and Work Environment
This position will be performed both indoors, in a normal office environment, and outdoors, where conditions may be adverse, including extremely hot and very cold weather. Travel between off-campus sites, meetings, and conferences is required. The position requires the ability to lift and carry equipment up to 50 pounds. It is subject to frequent distractions, interruptions, and competing deadlines, and scheduled event coverage may require irregular hours, distributed reasonably rather than requiring attendance at all events.
Kaskaskia College
Human Resources
RE: Event Manager EM092926
27210 College Road
Centralia, IL 62801
618-545-3072
hr@kaskaskia.eduAs an AA/EEO employer Kaskaskia College is interested in receiving applications from individuals who would enhance the diversity of the College.
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BENEFIT SUMMARY SHEET FOR EXECUTIVE/MANAGERIAL AND PROFESSIONAL/MANAGERIAL STAFF
The following information is based on the current employee fringe benefits that Kaskaskia College offers. It is not intended to be a contractual agreement and in no way limits Kaskaskia College from altering such benefits in the future.
VACATION LEAVE 1.66 days per month, for a total of 20 days per fiscal year
SICK LEAVE 12 days per fiscal year
ILLINOIS PAID WORKERS ACT LEAVE 5 days per fiscal year
PAID HOLIDAYS Minimum of 13 paid holidays per year
HEALTH INSURANCE is effective the first day of the month after hire date and includes comprehensive medical, vision and dental coverage.
Rates effective 9/1/26:
$303.00 per month employee only coverage
$493.00 per month employee plus one
$708.00 per month employee plus family
Provider is Blue Cross/Blue Shield of Illinois
LIFE INSURANCE is provided by the College and is effective the first day of the month after hire date. The benefit amount is equal to annual salary. Additional voluntary insurance is available at employees expense.
FLEXIBLE SPENDING ACCOUNT and 403(b) PLANS are also available.
RETIREMENT PLAN
The State Universities Retirement System requires that 8% of an employees monthly gross pay is deducted for individual retirement purposes.
It is also required that 1.00% of an employees monthly gross pay be deducted to fund the College Insurance Plan for Community College Retirees.
TUITION WAIVERS are available for staff and family.
CHILD CARE and BOOKSTORE DISCOUNT available.
EMPLOYEE COUNSELING
https://www.kaskaskia.edu/campus-life/services--resources/health-and-wellness/
For further information regarding benefits, please contact Human Resources at 618-545-3024.
