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Associate Director of Space Management and Event Operations

Detailed Job Listing:

JOB FAMILY: MANAGERIAL AND PROFESSIONAL

STARS Requisition: 87086BR
University Job Title: Associate Administrator 1
Department Job Title: Associate Director of Space Management and Event Operations 
Grade: 24

Position Focus: 

Responsible for the management of space and event operations at the Yale School of Management. Serve as the operational point person and liaison for Yale School of Management’s external and internal events, conferences, and speaker events. Manage the process, technology, and strategy for use of the facility and room inventory. Key contributor to creating the ultimate guest experience for faculty, students, staff, and guests.

Essential Duties: 

  1. Oversee operations and logistics required to support on-site events. Supervise Events team to ensure seamless delivery and excellence in program execution for all constituents, i.e., faculty, staff, students, and guests. Manage the contracting process with vendors to maximize cost effectiveness. 
  2. Institute and update department goals and objectives to align with the overall mission and values of SOM, as well as the university. 
  3. Create and implement policies that guide event space allocation and manage room and equipment inventory. 
  4. Develop standard processes and utilize technology to efficiently coordinate with other operations teams (e.g., custodial, hospitality, outside vendors, etc.) and our diverse clients.
  5. Lead departmental strategic planning and operate database and space management tools to produce metrics and reports that inform decision making. 
  6. Serve as school-wide resource/consultant to Yale departments, staff, faculty, students, and external customers for program planning, including knowledge of options for venues in New Haven and the Yale campus. Advise on cross SOM and cross camps event planning and execution strategy.
  7. Prepare budget material and monitor expenses. Analyze spending and offer recommendations on cost saving measures. 
  8. Collaborate closely and extensively with all clients, but especially with the student affairs teams on programmatic and student club support. 
  9. Oversee the development and systematize documented operating processes and administrative protocols, and work to ensure compliance with school and university policies. 
  10. Establish pricing model for outside use of Evans Hall based on academic calendar and peak periods. 
  11. Responsible for supervising, managing, and developing event manager(s) and event coordinator(s) staff. Manage temporary and casual staff on an as-needed basis to support changes in event quantity.
  12. Direct the set-up of all event equipment in Evans Hall per client and catering requests. Create and implement event set-up standards and policies.
  13. Oversee all SOM Catering sales including client relationships, Reserve platform menu and BEO management, marketing, and all sales operations.
  14. Other projects as assigned. 

Required Education & Experience:

Minimum requirement of Bachelor’s Degree in related field and three years of experience or an equivalent combination or education and related experience. 

Required Skills & Abilities:  

  1. Detail oriented and well-developed organizational, analytical, and interpersonal skills. Strong written and verbal communication skills. Ability to work successfully in a fast paced and changing environment. 
  2. Demonstrated professional judgment. Proven ability to anticipate potential issues, work independently, and solve problems.
  3. Ability to represent Yale SOM appropriately with prominent guests, Yale Officials, and all clients. Professional demeanor and demonstrated ability to interact effectively with high profile visitors and Yale SOM Leadership. Knowledge of appropriate protocol.
  4. Ability to set and manage priorities for self and others and juggle multiple projects, moving them forward simultaneously. 
  5. Demonstrated proficiency with modern event and room management systems, and database management systems and reports, or equivalent technical experience and ability to quickly become a proficient user. 
  6. Demonstrable commitment to diversity, equity, and inclusion (DEI) and track record of building and leading diverse, inclusive teams.

Preferred:

Experience managing major corporate client relationships and/or events and facilitating the delivery of world-class service. General food and beverage knowledge or experience managing and directing Hospitality vendors. Supervisory experience. Prior work experience with union and non-union employees. Knowledge of database management systems and tools, especially EMS, Social Tables and AutoCAD. 

Competencies:

  • Customer Service Focus – Listening carefully to and understanding customers’ needs and proactively responding to those needs in a consistent and timely manner.
  • Teamwork/Communication – Working cooperatively to achieve common goals. Support cooperation, collaboration and the sharing of information.
  • Product Excellence – Provide the best quality product available and continuously upgrade standards to maintain quality.
  • Leadership – Provide direction and motivation to others through communication, modeling appropriate behavior, optimism and high achievement
  • Innovative – Openness to new ideas and their implementation. Ability to react and adapt to changing situations appropriately.
  • Strategic Thinking – Recognize opportunities, identify critical, high pay-off activities and prioritize them to attain goals.

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