Functions Manager – Staff Conference '27

Responsibilities

• 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 Inter Varsity 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
• 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 Inter Varsity uses to support the above functions
• Attend workshops and classes as necessary
• Develop and execute a professional development plan
• Develop and manage a donor base equivalent to 10% of salary
• Communicate with donors at least quarterly

Requirements

• Annually affirm Inter Varsity’s Statement of Faith
• Shared value in the mission of Inter Varsity – 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 Inter Varsity conferences preferred
• Project management experience preferred
• Event Planning experience preferred
• Proficient in Microsoft Office applications (Outlook, Word, Excel, and Power Point)
• Effective oral and written communication skills
• Ability to travel as needed
• Attendance at required events
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