Outreach Event Manager

Responsibilities

• Support the planning and execution of admissions events across both campuses, including on-campus auditions, open houses, information sessions, and school group visits.
• Coordinate with faculty and staff, hotels, Facilities, catering, security, and outside vendors to help ensure events are properly set up, staffed, and supported.
• Partner with campus colleagues to host visiting school groups and support their on-site experience.
• Maintain event schedules, timelines, and operational documentation.
• Help resolve logistical issues before and during events.
• Help maintain AMDA’s national and international audition calendar in partnership with Director of Outreach and Recruitment and other AMDA leadership.
• Coordinate staffing for audition tours, including appropriate faculty and Admissions personnel.
• Coordinate venue, hotel, and travel bookings through AMDA’s travel agency.
• Oversee travel-related credit card authorizations.
• Help resolve unexpected booking, venue, and travel issues as they arise.
• Communicate travel schedules, confirmations, and changes to participating employees.
• Support the creation, staffing, and oversight of virtual programming, including preview classes, audition-preparation classes, and virtual auditions.
• Help build and manage Zoom events and help troubleshoot technical issues.
• Coordinate virtual-event schedules and participating faculty and staff.
• Help ensure virtual events are conducted according to standards consistent with AMDA’s on-campus events.
• Serve as the Outreach Department’s operational point person in Slate, helping ensure events are properly built, tracked, and closed out.
• Work with the Records team to confirm that event data is entered accurately and on schedule.
• Review data quality and coordinate the resolution of discrepancies.
• Maintain event records and documentation to support continuity across teams.
• Help ensure event and participant information is accessible to the appropriate campus partners.
• Support the administration of outreach expenses and track spending against the travel and events budget.
• Review and verify per diems, travel advances, and reimbursements.
• Work with Accounts Payable to support timely reconciliation and payment.
• Help ensure event-related expenses are accurately recorded in Slate and other applicable systems.
• Oversee credit card reconciliation for outreach-related expenses.
• Support the timely financial closeout of each event.
• Identify and follow up on missing or incomplete expense documentation.
• Schedule faculty and staff for auditions and outreach events, including sending confirmations, reminders, and updated event information.
• Coordinate event training to help ensure representatives are prepared and aligned on institutional messaging and event expectations.
• Support the development of recruitment materials in partnership with Media and Communications.
• Coordinate the fulfillment, distribution, and delivery of recruitment materials as needed.
• Help ensure event and travel teams have the materials and operational information necessary to perform their responsibilities effectively.

Requirements

• Bachelor’s degree or an equivalent combination of education and relevant professional experience.
• Three or more years of experience in event management, operations, admissions, or a comparable logistics-intensive role.
• Experience coordinating events or activities across multiple campuses, locations, or markets.
• Experience with Zoom and virtual-event production.
• Experience administering expenses, reconciling transactions, or supporting event and travel budgets.
• Strong attention to detail and ability to maintain accurate records.
• Strong written and verbal communication skills.
• Strong organizational and time-management skills.
• Ability to manage multiple concurrent events, schedules, and deadlines.
• Ability to respond calmly and effectively to unexpected logistical or travel issues.
• Proficiency with CRM and database systems and the ability to learn new platforms.
• Ability to work effectively with employees, vendors, and partners across departments and locations.

Nice to have

• Proficiency with Slate or a comparable higher education CRM preferred.
• Experience coordinating logistics for remote employees and traveling teams preferred.
• Experience in higher education admissions, the performing arts, or a related field preferred.