This position manages all space/classroom bookings, through use of 25Live, as well as event/classroom set-up and takedown. Responsible for independently, and/or in collaboration with departments, planning and preparation, execution and orchestration, and take-down and follow-up for all events taking place in the building. Lead, assist, and collaborate with colleagues on all internal professional events, symposia, conferences, Moot Court Competitions and the like, as well as external events for clients renting space in the building. Provide menu planning support and facilitate catering orders for events of all sizes and types. This role ensures client satisfaction by managing logistics, budgets, and vendor relationships and leading the delivery of a seamless event.

Duties and Responsibilities:

1. Event Management (internal):
• Facilitate all space bookings for Law School building utilizing 25Live (or comparable space management software). Collaborate with Registrar to ensure accurate and timely classroom reservation in anticipation of each semester. Book, and manage all requests to book, events, activities, meetings, and more.
• Host annual school-wide calendar meeting each spring for Deans and departments to proactively reserve building space for the following academic year.
• Responsible for directing set-up and breakdown of events. Determine setup/floor plan using diagrams. Optimize the use of event spaces.
• Maintain inventory of items used in support of events from tables and chairs, to linens/laundering, to decorations.
• Work with outside vendors to facilitate furniture and equipment rentals as needed for events. Coordinate event décor and event atmosphere within budget constraints.
• Assist with the ordering of catering through our vendor, while ensuring that the catering area is set up according to the standards of the requestor and food service/safety guidelines.
• Advise the event host with professional event orchestration services such as nametags, check in, and signage for each event.
• Manage/coordinate the needs of all symposia/events that take place in the building including AV, seating, scheduling, food and beverage, heating/cooling, etc. Manage event timelines to ensure all needs are met and event can run on schedule. Handle all emergencies as they arise.
• Serve as principal liaison between Contactors, Organizers, Renters, Faculty, and Administrators with regards to all facets of the logistical operations support of programs and events, many occurring simultaneously.
• Responsible for communicating with all relevant departments including, but not limited to the Office of Physical Plant to ensure proper heating/cooling arrangements and that maintenance is scheduled around events, as well as building Security to advise them about any external visitors to the building, etc.
• Obtain and evaluate post-event feedback from hosts and attendees to identify areas for improvement.
60% of Time
2. Building Rental and Management of External Events:
• Manage and update all web content related to building rentals, including the Law School’s website through Unique Venues.
• Work with the Law School Communication’s team to create effective and well thought advertisements to promote available space in the building.
• Create relationships with potential clients/ renters by following up on rental inquiries.
• Follow all Law School and University policies and procedures regarding the rental of space in the Law School.
• Serve as liaison between clients and University/Law School as relates to contracting process, event support from internal departments, preferred vendors, etc.
• Collaborate with colleagues to ensure that the clients’ needs are met and that they have a successful experience.
• Obtain and evaluate post-event feedback from clients to identify areas for improvement.
• Create and maintain all records regarding building rentals including contact information, the Facilities Use Agreements, invoices, payments, etc.
15% of Time
3. Office of Student Services:
• Support varied aspects of Graduation planning and execution.
• Aid in the scheduling, planning, and registration/payment tracking for Student Services events as needed, including, Hobbs-Larson Lecture, Law School Mental Health Events, etc.
• Contribute to the orchestration of Orientation and other large-scale Law School Events.
10 % of Time

4. Continuing Legal Education (CLE) Programming:
 Collaborate with Faculty, student organizations (specifically Journals), and different departments (most notably Alumni and Development) to assist in the development of programs, seminars, lectures, and public events (in person, virtual, or hybrid) that offer CLE credit in order to broaden and expand the scope and outreach of the Law School.
 Manage and update all web content relating to CLE events, including event registration lists and tracking payments.
 Maintain all CLE-related files and records.
 Maintain CLE calendar to ensure the courses do not conflict and/or compete.
 Prepare bi-annual reports detailing course information for filing with State CLE Boards
 Responsible for handling all event details including booking of space, securing any additional furniture needed, ordering catering, printing all name tags, name plates, registration lists, speaker biographies, timed agendas, supporting materials, etc.
 Ensure day-of event details are managed, such as collecting attendance verification forms, attorney affirmation documents, sign in/sign out sheets.
 Send out all CLE certificates within 7 business days of the CLE courses, evaluation form.
15% of Time

Required Qualifications:

Bachelor's degree required
1-3yrs relevant work experience

Desired Qualifications:

Master's degree preferred
Doctoral degree - preferred (JD)

Licenses and Certificates:

Salary Grade:

AD190 - Administrative

Exempt/Nonexempt:

Physical Demands: General Office Environment

Special Instructions to Applicants:

Seton Hall University is committed to programs of Equal Employment Opportunity (EEO) and the principles of affirmative action.