Logistics and Space Use Manager

REPORTS TO:  Verity Jones, Executive Vice President
FLSA STATUS: Exempt                                   
PAYROLL STATUS:  Full Time, Salaried 

JOB SUMMARY

The Logistics and Space Use Manager will have the responsibility to ensure that events (both internal and external) and space usage are coordinated efficiently and with a keen sense of hospitality, doing so by working collaboratively with directors, staff, faculty, and others throughout the seminary to advance the mission of the seminary.

EDUCATION AND/OR QUALIFICATIONS
Excellent skills working and communicating with people. Ability to apply protocols and procedures as well as be flexible and gracious.  Good computer and Internet skills, including mobile devices; experience in communication technology a plus; knowledge of religion and theological education; ability to work with diverse groups of people; good organizer and problem solver; ability to work independently and under time constraints; bachelor’s degree or higher; project management skills a plus.

DUTIES AND RESPONSIBILITIES

  • Maintain clear protocols and policies for internal seminary constituents to access logistics, space scheduling and events services, and maintain clear protocols and policies for external constituents to schedule and/or rent seminary space.
  • Serve as the point person for scheduling events and space use requests that come from internal and external constituencies.
  • Update and maintain MRM; negotiate optimal building usage among competing needs; get missing set up information for meetings; answer questions including requests for MRM; and/fix entries in MRM for classes. 
  • Maintain a master calendar for seminary space usage and events, choosing the right software for this purpose, and training staff on its use, as appropriate. Mediate scheduling conflicts.
  • Work with a team of decision-makers on requests for events and space usage.  Further develop and maintain a “decision-tree” to assist this process.
  • Periodically review and revise the seminary’s rental policy, including fee schedule and rental contract, in collaboration with decision-makers.
  • Develop, train, and help maintain hospitality and event standards from department to department, including “aesthetics” of events, digital and print promotional material, etc., working with Communications and others as appropriate.
  • Oversee event and hospitality inventory (such as linens) and ensure they are cleaned and maintained.  Also review the inventory for needed additions.
  • Establish protocol for online and in-person registration and sign-in table for events. Coordinate with Database manager for transfer of event registration information to Raiser’s Edge, when needed.
  • Answer inquiries about events and space use, including Eventbrite inquiries and respond promptly to requests, forwarding inquiries to “point person” when necessary.
  • Coordinate (weekly or more) with Facilities staff to understand and arrange for Facilities support for events and space usage, including set up, take down, and cleaning. Provide early notification to facilities about overtime requests
  • Coordinate with Maarten for event needs
  • Coordinate with IT staff (DAST) for event IT needs.
  • Project manage logistics for events, working with an internal point person on an event to ensure they know what they are doing. Function as the point person on events more than occasionally.
  • Manage request form process for events and space use, and release forms when needed; negotiate exceptions to rules/protocols, negotiate and coordinate contracts for Events and streamline storage of them; document insurance verification for outside organizations involved in events and space use at the seminary.
  • Collect/deposit payments and produce invoices as needed for events; produce Eventbrite reports for Event registration, etc.; deposit, distribute and track Eventbrite fee collection; produce reports on fees collected and expenses on select events
  • Identify and manage a group of preferred vendors for events, and negotiate, as is possible, for favorable fees, and train them regarding event standards.
  • Manage check request for Continuing Ed budget; provide admin support (contracts, travel for speakers, CEUs) for Continuing Ed events
  • Create and post signage around the building
  • Produce reports on events/building use
  • Recruit, manage, and train student weekend assistants, including their pay
  • Trouble shoot issues during events
  • Maintain files/records; update, maintain, and disseminate policies and other documents
  • Hospitality House: answer inquiries; make reservations for everyone except students; coordinate stays with House assistant and Student scheduler; collect and deposit payments; sign out and collect keys; produce monthly reports for the Business Office for non-student guests; update, maintain, and disseminate policies and other documents; and book meetings in lower level.


CRITICAL PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions. The employee is frequently required to sit and occasionally required to stand.  The employee may periodically be required to lift and/or move up to 10 pounds.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  The noise level in the work environment varies. 

WORK SCHEDULE AND TRAVEL
This is a full-time position with hours set in conjunction with the supervisor. 

Please send resumes ASAP, by May 8, to Verity A. Jones, Executive Vice President, Christian Theological Seminary: vjones@cts.edu or 1000 W 42nd Street, Indianapolis, IN 46208.