Events and Visitor Services Manager

Munson is seeking candidates for the position of Events and Visitor Services Manager. This is a full time (35 hours/week) on-site position, located in Utica, NY. This position is Monday through Friday; attendance is required at some after-hours and weekend events. This reports to the Director of Development and Donor Relations and models and demonstrates the highest standard of excellence in visitor services, event preparation, execution, and follow-up for external and internal Munson events. The Events and Visitor Services Manager works closely with all levels of staff and the public. Responsibilities include scheduling facilities and caterers, promoting Munson for outside renters, proactively assuring facility readiness and smooth event operations, and training and managing of Munson’s welcome desk staff. This position provides creative oversight of Munson-produced parties, special events, openings, etc. Serves as liaison for the Terrace Café. Coordinates welcome desk staffing and shares information in a timely way for them to confidently and efficiently welcome visitors and direct them as appropriate to events taking place at Munson. This role models positive personal interaction with both staff and visitors and fosters harmonious relationships, empowering employees to do their best work. OUR CULTURE: Munson is committed to community engagement and to diversity, equity, and inclusion; this includes building a diverse and inclusive workplace. We encourage applications from all qualified candidates, regardless of background, and welcome the unique perspectives and experiences they bring. If your skills and qualifications align with this opportunity, we invite you to apply to join our team. This position will model the values and culture of the organization to colleagues and the public by being welcoming, inclusive, and respectful and will value collaboration across the organization. ESSENTIAL JOB FUNCTIONS: Events General for all events: Clarifies and expedites maintenance, campus safety, and technical services, food and beverage catering. Prepares standard documents to make and confirm event details, including setup sheets for Munson, facilities use forms, purchase orders, payment requests, and invoices. Acts as person-in-charge during setup, event, and take down as required for Munson or third parties to ensure events run smoothly, troubleshooting issues as they arise. Attendance is required at after-hours and weekend events. Attendance may not be required at events of a routine nature, such as board committee meetings, once setup is complete. Third-party events Proactively promotes and organizes third-party use of Munson spaces and oversees in-house events and meetings Schedules events, negotiates facility use and contract for external users (community groups, businesses, individuals) for meetings, events, and programs Provides professional customer service by showing and reserving facilities, quoting prices, negotiating rentals, and preparing and confirming agreements Actively engages with event planners, local businesses, chambers of commerce and offices of tourism to promote Munson as a destination for weddings, meetings, and corporate events In-house events Organizes and runs in-house events such as exhibition openings, receptions, staff parties, lunches for board and other meetings, and in-house catered events Working with HR, plans and executes employee events such as annual holiday party, summer event, retirement receptions, employee social activities either on-campus or off-campus. May work with a committee of staff and/or faculty for ideas, planning, and executing employee events. Development events Assists the Director of Development and Donor Relations in planning and execution of special events that support Munsons’ efforts to cultivate and steward members, donors, and sponsors or to bring in new audiences to support the organization Assists with monitoring budget for each event and regularly communicates with the Development team on revenue and expenses. Develops and maintains records for each event that includes all pertinent information relating to the event and samples of printed materials or electronic communications. Coordinates meetings as requested by the Director of Development and Donor Relations for event committees, staff and vendors. Occasionally assists with the coordination of special trips exclusively for members-planning and logistics of travel, hotel accommodations, meals and cost of participation Master calendar Schedules, organizes, and maintains Munson master calendar of events and set-up requirements for all third party and in-house use of general spaces (meetings rooms, auditorium) Prepares weekly calendar for distribution and bi-weekly set-up sheets. Performs on-going review of calendar of events for potential conflicts and alerts appropriate person in charge of event. Edits and proofs Facility Use Forms and flags potential issues for resolution by the person in charge of the event Welcome Desk Supervision Supervise reception desk staff, including hiring, training, ongoing and annual performance management Model professionalism, positive personal interaction and foster harmonious relationships, empowering employees to do their best work, and setting the highest standard for customer service Terrace Café Serves as Munson’s liaison to Terrace Café staff. Oversees opening and closing dates, lease, menu selection coordination, small appliance purchases, cleanliness, and problem resolution such as customer complaints or scheduling conflicts. Includes oversight of in-house marketing efforts to promote the Terrace Café Meeting rooms Provides oversight of conference and meeting rooms (including Pribble Room, Museum of Art conference Room, and Pantry) and maintains inventory of all housewares in these spaces. Purchases items as needed. Maintains sufficient supply of coffee, tea, sugar, creamers, water and beverages for use during meetings such as Board of Trustee and committee meetings. Reports repairs or cleanliness issues as necessary. Other responsibilities Performs other duties as required such as holiday decoration oversight and ordering, prepare Department of Health facility permits, liquor license applications, etc. Advocates on behalf of Munson in the community Provides relief for breaks/lunches or fill-ins due to staffing absences or special events at the Visitor Services desk, performing all regular functions of the Visitor Service Receptionist Assists with membership- or development-related mailings as needed Maintains vending machine contracts, ensuring payments are made per contract and notifying vendors if machines require service Attends meetings as required such as monthly planning committee meetings, event and committee meetings Serves on in-house staff committees Perform other duties as assigned KNOWLEDGE, SKILLS, & ABILITIES: Associates degree in facilities or hospitality management or equivalent experience from which comparable skills have been attained and a minimum of 2 years of job-related experience in managing multi-faceted events, coordinating meetings and scheduling required. Experience in a cultural or non-profit organization helpful; Effective organizational and time management skills and ability to prioritize tasks, work independently, and follow through on all assignments with minimal direction; Excellent communication skills and polished and professional interpersonal skills; Willingness and flexibility to engage with a wide range of internal and external stakeholders; Critical thinking, consensus building, and problem-solving skills; Ability to gather information, sort, draft, and provide analysis for budgetary and purchasing projects; Proven experience in executing vendor/client contracts; and Ability to read budget reports and accurately prepare fiscal documents and forms. SUPERVISORY RESPONSIBILITIES: Maintain and oversee a staff focused on welcoming visitors to Munson, transacting memberships, admission fees and ticket purchases, and providing direction and guidance appropriate to visitor needs and current Munson events. COMPUTER MACHINE & EQUIPMENT SKILLS: Advanced personal computer skills that include the ability to send/receive e-mail messages, post information to a database or spreadsheet, and perform word processing, bookkeeping, and/or data entry. Knowledge/use of computer, printer, photocopier, phone system, fax machine, and scanner. Requires experience with Microsoft Word, Excel, and PowerPoint and various software programs. PHYSICAL ACTIVITIES & DEMANDS: Lifting Requirements: Must possess the ability to exert up to 10 lbs. of force occasionally, and up to 5 lbs. of force frequently. Weights over 50 lbs. should only be moved with assistance. The final candidate will be required to complete a post-offer, pre-employment background check. Munson is an equal opportunity employer.