Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.
Events Manager and Access Coordinator - Georgetown Event Management Services
The Division of Student Affairs supports the academic mission by educating students as whole persons, promoting their intellectual, moral, spiritual, and social formation; enhancing students' learning and helping to prepare them for lives of discernment, civic engagement, and professional growth; teaching personal responsibility and respect for people of all faiths, cultures, and beliefs; promoting the health and safety of students and others in the University community.
Georgetown Event Management Services (GEMS) fosters an inclusive culture in which the entire campus community can participate in co-curricular learning experiences outside of the classroom. GEMS manages the largest number of event and activity spaces on the main campus and offers an array of resources and best practices for university event planners.
The Event Manager and Access Coordinator (EMAC) schedules events and coordinates appropriate services for events and conferences in the activity facilities. Screens user space requests for venue appropriateness and for legitimacy of user groups. Also ensures that user is aware of and complies with general Georgetown University policies as well as specific facility policies. Maintains extensive files on all requests, policies, procedures, and correspondence regarding events. Collaborates with University constituents to provide information and assist with accessible and inclusive event planning. Oversees summer operations for visiting conference groups. The EMAC also provides general office management.
This position reports directly to the Assistant Director of Georgetown Event Management Services. Reporting to this position, during the academic year, is a student manager and office assistant(s). During summer operations, the EMAC supervises 2-4 scheduling coordinators and 5 event assistants. During the regular academic year, the EMAC supervises 1-2 office assistants. This position requires the use of good planning, communication and interpersonal skills with conference groups and other Georgetown University departments including the Office of Residential Services, Academic Resource Center, the School for Continuing Studies, the Office of Communications and Public Relations, the Registrar's Office, GU Police Department, and Classroom and Education Technology Services as well as other campus partners as needed.
Duties for this position include but are not limited to:
Manage summer conference group operations
Collaborates with the Office of Summer and Conference Housing to schedule conference groups for use of all GEMS-managed spaces, Student Centers spaces, classrooms as well as other university activity spaces.
Coordinates supplemental services for conference group oversight with University Information Services, Facilities Management, Classroom Education Technology Services, Office of Transportation Management and external audiovisual service vendors.
Serve as main point of contact for external conference clients. Coordinates meetings. Conducts campus tours.
Hires, trains and supervises summer staff. Includes posting positions via the Student Employment Office website; conducting interviews; hiring and administering summer employment contact; managing coordinator retreat and all-staff training sessions.
Review and process reservation requests
Manages the schedule for informal spaces. Includes McShain Lounges Large and Small, Reynolds Seminar Rooms, Red Square, Copley Lawns I & II, Healy Lawns I & II, the Quadrangle, Alumni Square Courtyard, the Observatory Grounds, MidCampus Terrace I & II, Regent's Lawn as well banner and table reservations.
Screens for legitimacy of sponsoring group, appropriateness of activity, suitability of the space, and assists in determining equipment needs and set-up possibilities.
Ensures that event sponsors are aware of and in compliance with GEMS procedural policies, Georgetown University policies as well as District of Columbia safety and alcohol regulations
Suggests alternatives for clients when GEMS spaces are unavailable or inappropriate to the event scope and makes referrals to other areas as necessary.
Assures schedule information is entered accurately in the scheduling software (EMS) and that printed schedule represents current information about each event including start and end times, contact name, event name as well as event equipment.
Maintains wait lists and notifies contact person in the event of space availability.
Serve as the GEMS requisitioner - includes ordering and maintaining inventory of office supplies, maintaining office equipment and initiating purchase orders.
Performs weekly inspections and provides weekly usage reports to the Director of GEMS.
Submit work orders to Facilities Management to address maintenance and custodial issues for event spaces as well as main GEMS office suite.
Makes operational recommendations and coordinates, as directed, improvements in activity facilities.
Makes recommendations regarding policies, procedures, and pricing for use of activity facilities.
Perform other duties and conduct special projects as assigned.
Event accessibility and inclusion oversight
Assist with accessibility issues pertaining to campus spaces and access routes.
Work with the Academic Resource Center, the Office of Planning and Facilities, the Department of Emergency Management and Operational Continuity, various departments and student organizations to coordinate and address accessible needs and priorities for spaces and anticipate concerns.
Ensure website reflects accessible routes and maps of campus activity spaces. Share resources appropriately and ensure communication about accessible event planning is clear and distributed widely.
Ensure ADA compliance as it relates to event facilities.
Collaborate with the Center for Student Engagement and other departments to develop and host trainings on accessible event planning.
Requires a Bachelor's degree with one to three years of progressively responsible administrative experience.
Must be computer literate with specific experience in MS Office applications to include word processing, spreadsheet and presentation applications.
Must have excellent verbal and written communication skills. Must have excellent interpersonal skills. Should be able to work well independently but also function as a member of the team.
Must be able to handle multiple tasks simultaneously and work through interruptions.
Must have strong awareness and sensitivity to customer service orientation.
Preferred - familiarity with university environment; knowledgeable of EMS software; supervisory experience.
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Need some assistance with the application process? Please call 202-687-2500. For more information about the suite of benefits, professional development and community involvement opportunities that make up Georgetown's commitment to its employees, please visit the Georgetown Works website .
Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation) , disability status, protected veteran status, or any other characteristic protected by law.
Georgetown University offers a wide variety of comprehensive and competitive benefits. Benefits packages include comprehensive health, dental and vision plans, disability and life insurance coverage, retirement savings programs, tuition assistance, voluntary insurance options (including group legal, accident, and critical illness), and much more. Whatever your need, the Office of Faculty and Staff Benefits will be standing by to support you. You can learn more about the benefits offered to eligible faculty and staff at https://benefits.georgetown.edu or view the online interactive benefits guide for more information.
Internal Number: JR07614
About Georgetown University
Established in 1789, Georgetown is the nation's oldest Catholic and Jesuit University. Georgetown is one of the world's leading academic and research institutions, offering a unique educational experience that prepares the next generation of global citizens to lead and make a difference in the world.