Job Description

Overview

POSITION CODE: 7493 | DEPARTMENT/ADMINISTRATION: Advancement | POSITION: Admin, Exempt, Full-Time | SALARY RANGE: $68,640 $68,640 | INTRODUCTORY PERIOD: Twelve (12) Months | BENEFITS OVERVIEW: BROCHURE | POSTING DATE: September 3, 2025 | APPLICATION DEADLINE: Open Until Filled, Apply Immediately.

Position description

The Conferences, Events and Film Manager at Woodbury provides daily management of operations, leadership, and support for internal university and external client/community events and activities hosted on campus. Reporting to the Associate Director of Conferences and Event Services, and working in close coordination with the Executive Director of Development & Alumni Relations for Woodbury and SFTS, the primary role of this position is to facilitate the smooth operations of all conferences, events and film contracts at the Woodbury University campus. The Conferences, Events and Film Manager will ensure all event-related information is obtained, all policies and procedures are followed, and all information regarding setup, audio/visual, and any other department is communicated effectively. Requires flexibility to accommodate event and filming schedules during evenings and weekends.

Responsibilities

• Manage event logistics and workflow in a timely manner to ensure all events are coordinated and reviewed for flawless execution; coordinates appropriate post-event follow-up and evaluation.
• Provides the initial contact for clients requesting use of campus facilities; research dates, times, locations, and equipment requests; meets with clients regarding event needs.
• Handles external client agreements, contracts, COIs (proof of insurance), invoicing, and payments in collaboration with Conference & Events team at the University of Redlands.
• Maintains a thorough knowledge of campus and community activities to provide accurate information of daily events to the public and the university community.
• Onsite contact for film companies during pre-production, production, and postproduction.
• Works closely with clients to plan logistics and timing of internal and external events.
• Coordinates housing, event, food service, and other details for summer conferences.
• Organizes events in 25Live Software so that event details are communicated and transparent within Event Services and across other departments.
• Trains university members approved to submit reservations (students, staff, administrators, and possibly faculty) on 25Live.
• Creates, produces, and updates facility diagrams for client and staff use during the event planning process.
• Works with clients, catering, and other service departments and companies to ensure proper coordination of equipment, food, linens, and rentals for events.
• Responsible for being the on-campus contact when externals are present for the event, and for adherence to ADA, alcohol, insurance, fire, and State of California laws pertaining to event management.
• Adheres to all safety and housekeeping policies and procedures.
• Exhibits the utmost care in gathering details and leveraging departmental resources for the overall success of each event planned.
• Provides superior customer service and represents the department and the University in the best light.
• Performs other duties and special projects as assigned.

Qualifications

• A Bachelors degree is desired.
• Three years of event planning, special events management, or related experience.
• A valid California Class C driver's license with a good driving record; current DMV printout demonstrating a good driving record required prior to offer of employment.

Knowledge and Skills

• Thorough knowledge of concepts, principles and practices of event planning including design, organization, and production.
• Excellent customer service and phone etiquette skills; high proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and 25 Live.
• Ability to handle multiple situations of varying complexity and timeframes; respond to a crisis in a calm, rational manner; set deadlines; maintain productivity.
• Strong organizational and project management skills; ability to work with clients to produce high-quality events that meet needs.
• Ability to provide clear directives, use independent judgment, and supervise, develop and mentor staff.
• Knowledge of crowd management, crowd safety protocols, security and emergency procedures for gatherings of various sizes.
• Detail-oriented with the ability to complete a large volume of tasks efficiently and meet deadlines; adept at learning and implementing new technologies for virtual events.
• Excellent verbal and written communication with diverse populations; ability to work independently and as part of a team; adaptable to change in a fast-paced environment.
• Must interact competently with a culturally and ethnically diverse population of students, faculty, and staff.

To Apply

Submit an application to the University of Redlands Career page portal. In compliance with The Americans with Disabilities Act, if accommodations are needed for the interview process, please call (909) 748-8040. If you are unable to complete an application due to a disability, contact us at (909) 748-8040 to request accommodation or an alternative application process.

Additional Information

HIRING RANGE: Anticipated hiring range is near or at the minimum of the classification, commensurate with candidate's education, experience, skills, and training. Background check, drivers license check, and applicable exams may be required. University is an Equal Opportunity Employer and compliance information is provided as part of the job listing.

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