About Saint Mary’s College

Founded in 1863, Saint Mary’s College of California is a residential institution in the Moraga Valley, 20 miles east of San Francisco, rooted in the Catholic, Lasallian, and Liberal Arts traditions. Enrolling more than 3,000 undergraduate and graduate students, the College integrates liberal and professional education within a mission shaped by the De La Salle Christian Brothers. Known for academic excellence, innovation, and responsiveness, Saint Mary’s fosters shared inquiry, meaningful student engagement, and a strong commitment to diversity, leadership, and service.

Why Join Saint Mary’s College?

At Saint Mary’s, your work has visible impact. As a close-knit residential college, employees work collaboratively across departments—your ideas, leadership, and contributions directly shape the student experience and the future direction of the institution. Colleagues partner across divisions, decisions are grounded in mission, and innovation is encouraged. If you are seeking a workplace where purpose, community, and professional growth intersect—and where your work truly matters—Saint Mary’s offers that opportunity.

Job Title

Event Operations Manager

Job Summary

The Event Operations Manager provides operational leadership and coordinationfor internal and external meetings, events, and conferences managed through the Office of Meetings, Events, and Conference Services (MECS). Reporting to Facilities leadership, this role is responsible for overseeing event logistics, coordinating cross-functional service delivery, maintaining scheduling systems, and supervising student event staff.

This position exercises independent judgment within established policies and procedures related to event operations, resources coordination, scheduling systems, and service execution. The Event Operations Manager serves as a key operational point of contact to ensure events are delivered effectively, safely, and in alignment with institutional standards and financial parameters.

Event Operations Oversight – Internal Events

• Oversee and coordinate logistical planning for approved internal campus events, including room configurations, technology requirements, and service coordination with Facilities Services, IT Services, Dining, and other campus partners.
• Review, process, and manage internal event requests in accordance with MECS policies, scheduling standards, and space-use protocols.
• Develop and maintain daily event reports, room layouts, operational timelines, and execution checklists.
• Provide on-site operational oversight for assigned events, proactively resolving logistical issues and escalating matters requiring policy or financial decisions to MECS leadership.
• Ensure internal stakeholders understand event-related costs, service requirements, and operational constraints.

Event Operations Oversight – External Events

• Coordinate approved logistics for external events, conferences, and programs, ensuring compliance with College policies and operational standards.
• Manage external event requests, documentation, and schedules in alignment with MECS procedures.
• Monitor event execution to ensure services are delivered as planned and financial expectations are met.
• Identify operational risks or service issues and recommend adjustments to MECS leadership as appropriate.
• Supervise current contract employees assisting with external events and SODEXO bookings, ultimately hire as budgets allow full-time or part-time resources.

Major Institutional Events

• Support the planning and execution of major institutional events such as Commencement activities, Grad Fair, Orientation, Weekend of Welcome, Reunion Weekend, and other College-sponsored programs.
• Coordinate assigned operational workstreams and provide event-day oversight to ensure timely execution and service continuity.

Systems, Scheduling, and Process Management

• Maintain and oversee event scheduling systems (including AdAstra and transition to CourseDog), ensuring accuracy of calendars, space assignments, and event data.
• Establish and reinforce standardized processes for event data entry, updates, and reporting.
• Serve as a functional resource for staff and student employees on system usage and operational procedures.

Supervision of Student Event Staff

• Assign, coordinate, and oversee the work of student employees supporting event operations.
• Provide training, guidance, and performance feedback to ensure work is completed accurately and in accordance with MECS standards.
• Monitor student staffing coverage for events and recommend adjustments as needed.

Communication and Coordination

• Serve as a primary operational liaison between MECS and campus service departments to support coordinated event execution.
• Prepare and distribute approved event information, schedules, and logistical details to internal partners.

Other Duties as Assigned