Event Operations Manager at Arizona State University in Chandler, AZ

Job Profile:

Administrative Operations Manager 1

Job Family:

Administrative Operations

Time Type:

Full time

Max Pay – Depends on experience:

$73,000.00 USD Annual

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:

Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Job Profile Summary:
Manages the routine operations of a department within the division. Monitors budget, implements strategic priorities, and prepares reports for senior management.

Job Description:

Salary Range: $69,000 - $73,000 per year; DOE

The ASU Chandler Innovation Center (ACIC) seeks a full-time Event Operations Manager to oversee event management, facility operations, student staff supervision, and facility use reporting. This role serves as the primary point of contact for event hosts and is responsible for managing event space use and facility operations. Responsibilities include managing space use reservations, overseeing front desk operations, coordinating facility maintenance, managing budgets and operational systems, tracking and reporting space utilization, and administering facility access and student transportation programs. This position reports to the Assistant Director of the ASU Chandler Innovation Center.

Located in downtown Chandler, Arizona, ACIC is a 33,297-square-foot facility featuring flexible classrooms, meeting and event spaces, co-working areas and a fabrication shop.

Successful candidates are hands-on, self-motivated managers who prioritize people-centered solutions and can develop systems to train, delegate, and sustain operations across student and professional staff.

This position is based onsite with standard work hours of 7:00 a.m. to 4:00 p.m. Flexibility is required for early mornings, evenings and weekends based on facility and event needs

Essential Duties:

Event Operations Management

• Manage daily operations and use of five classrooms, two conference rooms, and hoteling offices.

• Review and evaluate incoming requests for use of space, including resolving conflicts and confirming logistics.

• Coordinate and execute event setup, including room configurations, furniture set up, A/V support, wayfinding signage and onsite troubleshooting.

• Coordinate with technology support and custodial teams for event readiness and support.

• Track attendance, verify event detail accuracy across communications, and collect event documentation (photos, stories).

• Conduct facility tours and consult with clients on space capabilities and event needs.

• Support the planning and execution of large-scale and high-profile events, including events with VIPs and elected officials.

• Develop and communicate space reservation timelines to facility users.

• Manage Mazévo event scheduling software including user permissions, organization contacts, digital signage and resource planning.

• Ensure compliance with university and municipal policies as applicable, including drafting and managing Facility Use Agreements, collecting and reviewing Certificates of Insurance, youth protection, permitting, catering, alcohol, etc.

• Perform additional responsibilities as assigned to support event operations.
   

Facility Operations Management

• Support the daily operations of the facility's common areas and flexible classroom, meeting and events spaces, ensuring they are functional and ready to support scheduled and impromptu uses.

• Manage front desk operations, including planning staff coverage and communicating service standards.

• Administer facility access and security systems, including managing card access, conducting audits, alarm monitoring and reviewing camera footage as needed.

• Manage the onboarding and offboarding of facility tenants.

• Manage facility equipment contracts and maintenance for shared resources including printers/copiers, water dispensers, ice machines, coffee and vending.

• Oversee purchasing and expense tracking through Workday; train staff on processes and monitor budgets.

• Manage supply inventories for general facility operations and events and maintain storage systems for these supplies. Support purchasing of fabrication shop supplies. Track supply deliveries, resolve discrepancies.

• Manage transportation programs (e.g., student Uber), including creating programs, paying invoices, tracking and auditing use.

• Provide a high level of customer service to all facility users including offering resources and coordinating logistics for use of the facility.

• Additional duties as assigned to support facility operations.
   

Reporting and Data

• Track and analyze facility use data across all areas of the facility.

• Produce detailed and accurate monthly and annual reports summarizing utilization, trends and impact.

• Share event information with the Media Relations and Strategic Communications team in support of ASU News coverage.

• Other duties as assigned.

 Staff supervision

• Hire, train and supervise student employees supporting front desk, facility and event operations.

• Develop and maintain training materials and operational guides.

• Create and manage event staff schedules ensuring adequate front desk coverage and event support.

• Conduct regular one-on-one meetings, training, and team check-ins.

• Other duties as assigned.

Desired Qualifications:

• 5 years of experience in a related field preferred

• 1 year of supervisory experience is preferred

• Experience planning and executing events

• Experience supporting the operations of events or facility operations

• Experience demonstrating adaptability in customer service environments

• Experience supervising or mentoring students

• Experience in establishing and maintaining effective working relationships

• Demonstrates a ‘can do’ attitude, willing to assist and support with any task

• Experience with work that requires attention to detail

• Experience taking the initiative to complete work which hasn’t been assigned

• Evidence of effective communication and interpersonal skills, ability to interact professionally with event hosts, guests and city partners

• Experience in identifying quick, creative solutions to immediate problems that may arise during the set up and execution of events

• Ability to manage time effectively, especially in high-pressure situations leading up to and during events

• Experience in Microsoft Office Suite (i.e., Outlook, Word, Excel, PowerPoint)

• Experience with event scheduling software such as Mazevo or similar

• Experience creating reports or dashboards using data with software like Google Sheets, Microsoft Excel, Smartsheets, or Airtable

Working Environment:

• Onsite work at the ASU Chandler Innovation Center (ACIC) is required.

• Work schedule will vary based on scheduled facility use and will include evenings, weekends, and possibly holidays.

• Activities are performed in an environmentally controlled office and fabrication shop setting subject to extended periods of standing, walking, or sitting.

• Frequent bending, reaching, lifting, pushing and pulling up to 30-50 pounds.

• Regular activities require the ability to quickly change priorities.

• Activities require the employee to clearly communicate verbally, read, write, see and hear to perform essential functions.

Department Statement: The ASU Chandler Innovation Center (ACIC), located in downtown Chandler, Arizona, is a 33,297-square-foot facility dedicated to fostering innovation, entrepreneurship, and community collaboration. The center provides flexible classrooms, meeting and event spaces, co-working areas, and a fully equipped fabrication shop to support hands-on learning, business development, and interdisciplinary engagement among students, faculty, and the broader community.

Driving Requirement:

This position may require driving. Employee must possess a valid US Driver’s license of the appropriate class and required endorsements throughout employment.

Location:

Off-Campus: Chandler/Gilbert

Funding:

No Federal Funding

Instructions to Apply:

Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.

Please use the link below to log in using single sign-on.

https://www.myworkday.com/asu/d/inst/1$9925/9925$21539.htmld

To be considered, your application must include all of the following attachments:

• Cover letter

• Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.

Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.

ASU Statement:

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report:

In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

Employment Verification Statement:

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement:

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement:

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.