Functions Manager - Staff Conference '27 (National Staff Conference)

Work Location:

Schedule:

MAJOR RESPONSIBILITIES

Personal:

• Be a maturing disciple of Jesus Christ: growing in love for God, God's Word, God's people of every ethnicity and culture, and God's purposes in the world

• Pursue a vibrant relationship with the triune God through engagement with Scripture, prayer, and worship, both individually and in community

• Exercise self-leadership (growing in self-awareness, self-management, relational integrity, and resiliency)

• Embrace and practice Scriptural standards for behavior and attitudes, including those described in the Code of Conduct

• Foster an environment of servanthood among staff serving at events

Ensure the effective use of function space:

• Manage the development, implementation and use of the systems and process steps to receive requests, assign, confirm and fulfill all city-wide function space needs, including location, scheduling, and furnishings of such space

• Maintain accurate inventory and ensure cost-effective scheduling of contracted facilities and furnishings

• Assist internal clients regarding their space needs, ensuring proper service and attention to detail

• Use contractual, facility, and operation team guidelines to execute tasks pertaining to documentation, usage details, and signage distribution

• Utilize the appropriate systems and process steps to design, generate, interpret and distribute comprehensive function reports, including but not limited to space usage, change orders, schedules, and furnishings

• Design, implement, and manage communication plan involving staff, and staff utilizing each space, including pre-event and on-site communications

• Work in partnership with internal team and external vendors in managing plenary session seating

• Partner with catering company to negotiate meal costs, communicate guarantees, and ensure catering is available for special meals, receptions, program meals, or other events where food is needed

• Partner with catering team to provide designated meals for back-of-house demands; this includes menu and dining process review, as well as managing the catering and dining room staff

• Adhering to InterVarsity accounting standards, manage assigned event budget and expenditures, including post-event internal chargebacks

• Provide primary oversight to and develop healthy, professional relationships with all pertinent service providers for the event – including, but not limited to decorator, AV, catering, electrical, internet, security.

Interface with securities teams:

• Coordinate onsite with internal security team as needed

• Partner with external security vendor(s) to provide accurate conference details to execute plans effectively

Coordinate and execute signage needs:

• Coordinate the directional and branding signage request collection process for internal key stakeholders

• Ensure signage decisions and implementation is compliant with all vendor regulations

Coordinate the freight and handling of conference materials:

• Assess the shipping and freight needs of internal team members

• Develop and execute a shipping plan from the National Service Center to the event, and back

Administration and compliance:

• Meet regularly with Associate Operations Director to ensure completion of tasks and met deadlines

• Submit requested reports to Associate Director of Operations on time

• Prepare a complete final report by the assigned date

Contribute to the effectiveness of the Conference Team:

• Work in partnership within the team and with other teams as required

• Participate in event Operations Team and other event related meetings

• Travel to conference site and team meetings as required

• Participate in organization meetings and events as able

Maintain technical, professional and spiritual growth and development:

• Stay current with computer programs InterVarsity uses to support the above functions

• Attend workshops and classes as necessary

• Develop and execute a professional development plan

Developing a 10% funding base:

• Develop and manage a donor base equivalent to 10% of salary

• Communicate with donors at least quarterly

Knowledge/Skills/Abilities:

• Ability to work independently without close supervision

• Ability to work under the pressure of deadlines and manage competing priorities

• Ability and commitment to work effectively in a diverse team environment

• Ability to maintain accurate records and files

• Ability to develop consistent procedures for doing work

• Ability to organize people, events, and details

• Ability to collaborate, take direction from, and support assigned supervisor

QUALIFICATIONS

• Annually affirm InterVarsity’s Statement of Faith

• Shared value in the mission of InterVarsity – To compel this generation to give their whole lives for God’s global mission

• Two or more years of team management experience

• Bachelor’s degree or equivalent experience required

• Attendance at a previous InterVarsity conferences preferred

• Project management experience preferred

• Event Planning experience preferred

• Proficient in Microsoft Office applications (Outlook, Word, Excel, and PowerPoint)

• Effective oral and written communication skills

• Ability to travel as needed

• Attendance at required events