Conferences, Events, and Film Manager

DEPARTMENT / ADMINISTRATION :   Advancement

POSITION :   Admin, Exempt, Full-Time

SALARY RANGE : $68,640 – $68,640

INTRODUCTORY PERIOD :  Twelve (12) Months

POSTING DATE :   September 3, 2025

APPLICATION DEADLINE :   Open Until Filled, Apply Immediately.

Classification :

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 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.

Duties and responsibilitie s include but are not limited to :

• 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.
• 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.
• Responsible for all adherences to requirements including but not limited to ADA, alcohol, insurance, fire, and State of California laws pertaining to event management.
• Adheres to all safety and housekeeping policies and procedures.
• 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.
• Responsible for all adherences to requirements including but not limited 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.
• Perform other duties and special projects assigned.

M INIMUM QUALIFICATIONS :

Required

A valid California Class C CA drivers’ license with a good driving record is required. A

current DMV printout demonstrating a good driving record will be required prior to offer

of employment.

KNOWLEDGE :

Thorough knowledge and understanding of concepts, principles and practices of event

planning including event design, organization, and production.

High proficiency in computer skills using Microsoft Office Suite including Excel, Word,

PowerPoint, and other applications / software such as 25 Live.

respond to a crisis in a calm, rational manner.

Demonstrated organizational and project management skills to work successfully with

clients to produce high quality events that meet client needs.

Knowledge of crowd management, crowd safety protocols, security and emergency

procedures related to small, medium, and large-scale gatherings.

Experience maintaining a high standard of productivity within a broad scope of

responsibility despite frequent interruptions.

Detail oriented with ability to complete large volume of diverse tasks efficiently,

meeting established deadlines.

Excellent verbal and written communication skills to effectively communicate with

diverse populations.

Must be able to competently interact with a culturally and ethnically diverse population of

students, faculty, and staff.