Job Details

Event Operations Manager

Position Number: 6545908
Location: Seattle, WA
Position Type: Conference and Events Administration

Event Operations Manager

Seattle University

Event Operations Manager

FLSA Status: Nonexempt

Months Per Year: 12

Employment Status: Full-Time

Work Model: On-site

Seattle University will be one of the most innovative and progressive Jesuit and Catholic universities in the world, educating with excellence at the undergraduate, graduate, and professional levels. We embrace an intersectional framework for defining diversity in its broadest sense, including differences in gender, gender identity, race, ethnicity, generational history, culture, socioeconomic class, religion, sexual orientation, national origin, citizenship status, political perspectives, geographic origin and physical ability. Seattle University strives to be a welcome, open and safe campus climate for all who learn, live and work at Seattle University.

Seattle University's Core Competencies

Effective Team Collaboration: Works harmoniously with others towards a common goal, leveraging individual strengths to achieve shared objectives.

Emotionally Intelligent Communication: Engages in a skillful exchange of information, thoughts, and feelings, verbally and non-verbally.

Ethics and Integrity: Demonstrates an unwavering commitment to honesty, professionalism, and alignment with our Jesuit mission in all actions and decisions.

Flexibility and Innovation: Embraces change, approaching problems with curiosity adaptability, and is committed to making a positive impact.

Mindful Inclusion: Fosters mindful inclusion by consciously creating a workplace that celebrates differences, embraces cultural humility, and empowers uniqueness.

Outcomes-Driven Orientation: Sets clear objectives, pursues excellence, and delivers measurable outcomes while upholding Jesuit Catholic values.

Position Description

The Event Operations Manager sets the standard for operational excellence in campus event execution at Seattle University. As a key leader within the University Events team, this role combines strategic oversight with hands-on management to ensure events are implemented with precision, safety, and professionalism, while also fostering the growth and success of student employees.

Reporting to the Director of University Events, the Event Operations Manager oversees event setup and teardown, manages a large equipment inventory, and supervises the Event Operations Crew and Leads-helping student employees grow their skills through training, mentorship, and day-to-day guidance. The role also requires close collaboration with event coordinators, campus partners, and vendors to deliver excellent customer service and ensure all engagements, from meetings to high-profile events, run smoothly from start to finish.

The Event Operations Manager will bring a balance of operational expertise and strong leadership skills, demonstrating excellence in customer service, creative problem-solving, and relationship building. This mission-driven professional will be collaborative, resourceful, and skilled in mentoring student employees, with experience in event planning, venue management, and supervision. Success in this role depends on the ability to support diverse and inclusive teams and to model a professional, solutions-oriented approach in a fast-paced and highly collaborative setting.
This position is well-suited to someone who thrives on mentoring students, takes pride in operational excellence, is focused on continuous improvement, and can adapt to the evolving needs of a busy campus events calendar. The standard schedule is Monday-Friday, 9 a.m.-5:30 p.m., with flexibility to support evening and weekend events as needed.

Essential Job Functions

Student Supervision, Training, and Mentorship (40%)

Hire, train, schedule, and evaluate 15-20 Event Operations Crew members and Leads, in collaboration with the Event Operations Coordinator.
Provide regular trainings, professional development, and clear communication to student employees to ensure ongoing professional formation and strengthen the effectiveness of the team.
Supervise daily assignments, coach students on performance and professionalism, and oversee corrective action as needed.
Ensure adherence to safety standards during event setup and teardown, including equipment transport across campus.
Develop staffing policies and scheduling models that balance service needs with cost efficiency; track and communicate labor charges for billing.
Maintain training materials, policies, procedures, and safety guidelines for student employees.
Lead and assist student team with event sets and teardown.

Inventory and Data Management (30%)

Manage and maintain University Events' equipment and inventory, including tracking, repairs, and replacement planning.
Develop multi-year budget plans for large-scale asset replacement.
Oversee storage areas to ensure safety, cleanliness, and organization.
Review and approve event service orders and diagrams for accuracy, feasibility, and fire code compliance.
Collaborate with the Event Operations Coordinator to prepare daily service order schedules.
Keep event management software (EMS, Social Tables, etc.) updated with layouts, inventory, and compliance details.

Policy, Procedure, and Operational Strategy (15%)

Develop, update, and enforce event operations policies and procedures in collaboration with University Events leadership.
Ensure compliance with fire codes, permits, and university, city, and state regulations; liaise with the Seattle Fire Marshal as needed.
Provide guidance on permitting processes (Place of Assembly, Special Event, curb closures, etc.).
Participate in department-wide planning, assessments, and goal setting to align operations with university strategy.
Provide labor cost estimates and recommendations for new processes or procedural changes.
Collaborate with University Events managers to develop, align, and revise hiring, training, supervision, and operational policies and procedures across the department to ensure consistency and cohesion.
Lead continuous improvement initiatives within event operations to strengthen efficiency, compliance, and service quality, while advancing University Events' broader strategic goals.
Utilize web and database tools such as Microsoft Teams, Planner, and Loop to effectively track and manage projects.

Large-Scale Event Production (10%)

Lead the production elements of complex, high-profile university events, including layout review, production timeline development, and vendor coordination.
Anticipate logistical needs and advise event coordinators and organizers on best practices.
Negotiate vendor contracts, manage billing, and provide on-site event support as needed.
Collaborate with campus partners (e.g., Classroom Services, Facilities Services, Athletics, Custodial, etc.) to ensure seamless event execution.
Support offsite events requiring university equipment, vendor coordination, and supplemental staffing.

Partner and Vendor Relationship Management (5%)

Develops and maintains excellent event stakeholder relationships, facilitating the success of programs held on the Seattle University campus.
Negotiates agreements and ensures partners/vendors have smooth and mutually beneficial communications with University Events.
In coordination with the University Events leadership, adjusts University Events operations as needed to better serve customers and partners.
Regularly assess external vendors to ensure that Seattle University is continually given excellent rates and services. Negotiate agreements and prepare contracts for external vendor services, equipment, and support.
Review vendor invoices for accuracy and provide financial data and reconciliation to involved departments.
Serve as a primary contact for vendors and campus partners; attend and/or lead meetings and provide activity reports as needed.

This job description is intended to describe the general nature and level of work performed by this role and is not an exhaustive list of all responsibilities, duties and skills required.

Qualifications

Bachelor's degree or equivalent experience (2+ years) in event management, venue operations, hospitality, or a related field.
Exemplary attention to detail.
Direct experience coordinating and/or producing events, including setup, logistics, and vendor management.
Proven ability to supervise, train, and mentor student or junior staff, creating a professional and inclusive team environment.
Excellent project management skills: able to manage multiple events, priorities, and timelines efficiently.
Demonstrated excellence in customer service and collaboration with diverse clients, colleagues, and campus partners.
Experience interpreting and applying policies, safety standards, and compliance requirements.
Excellent interpersonal, verbal, and written communication skills; ability to provide clear guidance and solve problems creatively.
Proficiency with Microsoft Office Suite and comfort learning new software platforms for staff scheduling, inventory, and event management.
Flexibility to support evening and weekend events as needed.
Demonstrated commitment to diversity and the university's mission, vision, and values.
Must have a valid Driver's License and ability to transport equipment across campus using a university provided van.

Preferred Qualifications

Bachelor's degree in hospitality, theater or venue management, business administration, or related field.
Experience in higher education or a collegiate event environment.
Experience with large-scale or production-heavy events, including audiovisual, layouts, and vendor coordination.
Proficiency with event software such as Social Tables, EMS, or Localist.
Knowledge of student employment best practices, including hiring, training, and supervising teams.
Demonstrated ability to work independently and collaboratively while maintaining high operational standards.
Familiarity with current event trends and industry best practices.

Application Instructions

Please attach a cover letter with your resume when applying. Job postings are open until filled, unless otherwise specified.

Compensation at a Glance

Salary Range: $60,000 - $64,000

Seattle University has provided a compensation range that represents its good faith estimate of what the University may pay for the position at the time of posting. The salary offered to the selected candidate will be determined based on factors such as the qualifications of the selected candidate, departmental budget availability, internal salary equity considerations, and available market information, and not based on a candidate's gender or any other protected status.

Your total compensation goes beyond the number on your paycheck. Seattle University provides generous leave, health plans, and retirement contributions that add to your total compensation package.

Benefits at a Glance

Consistent with its fundamental Jesuit values, Seattle University offers a wide range of benefits designed to care for the whole person. Choose from three different medical plans, a dental, and vision insurance programs. Protect your income with life, short & long-term disability coverage. Plan for your future with up to a 10% employer contribution for retirement benefits, comprised of a 5% nonelective employer contribution and an additional dollar-for-dollar match of your voluntary contributions up to a maximum of 5%. You may also take advantage of 100% paid tuition benefits for the employee and dependents, a subsidized transportation benefit, a wellness program with free access to an onsite fitness facility, and a wide variety of campus events. Enjoy a generous holiday schedule, including a paid Holiday break closure in December, vacation and paid sick leave, and paid community service leave. For more information explore the Benefits website at: https://www.seattleu.edu/hr/benefits/

To apply, please visit: https://seattleu.csod.com/ux/ats/careersite/8/home/requisition/2943?c=seattleu