Event Manager

Swarthmore College is a highly selective liberal arts college located in the suburbs of Philadelphia, whose mission combines academic rigor with social responsibility. Swarthmore has a strong institutional commitment to inclusive excellence and nondiscrimination in its educational program and employment practices and encourages candidates who will further advance the goal of fostering a diverse and inclusive community. As one of the nation’s finest institutions of higher learning, Swarthmore College is global in outlook and draws students from around the nation and world. The 425‐acre campus is a designated arboretum, complete with gardens, rolling lawns, a creek, wooded hills, and hiking trails in the Crum Woods.

Who We Are:

The Events Management department oversees the efficient and sustainable use of College multi-purpose venues, classrooms, and outdoor spaces to ensure the success of all gatherings on campus and to support the broader mission of the College. Events Management also creates campus community engagement programming, supports office moves, and prepares student residential halls.

The opportunity:

Reporting to the Director of Events Management, the Event Manager is an integral campus partner in scheduling and providing support services for College meetings, conferences, colloquia, symposia, and events. Manages email and Swat Central requests and provides training for the College’s scheduling system, Swat Central. Triages requests for campus moves, residential furniture replacement, and other needs as required and works closely with the events management team, student workers, facilities management, campus services, sustainability, and other college departments to ensure the success of events.

Essential Responsibilities

Oversees and coordinates the scheduling of facilities and services for both internal and external organizations.

Works with groups from the beginning of the planning process to the completion of the event.

Keeps customers informed of the set-up specifications, insurance requirements, and other relevant details about their event.

Guides customers in preparing events by interpreting and explaining provisions, policies, and procedures.

Triages a myriad of requests from event planning, campus moves to residential furniture replacement.

Facilitates bi-weekly SWATT meetings to discuss events, planning, and logistics with campus partners.

Provides clear, concise, and timely communication of detailed requirements to operational departments.

Monitors and supervises facility set-up and works with the director to meet customer needs.

Keeps an accurate inventory of department furniture, linens, tents, staging, etc., and purchases resources as needed.

Swat Central (25 Live) Administrator

Serves as the functional administrator and primary point of contact for the campus-wide event scheduling software, Swat Central.

Creates onboarding procedures and provides training for Swat Central users.

Creates and updates location details, photos, resources, and technology information in the system.

Serves as the main point of contact for Swat Central: testing updates, disseminating new information, bug reporting, etc.

Camps, Conferences, and Weddings

Works with the director to attract, schedule, and provide customer service for summer camps, conferences, and weddings; this may include on and off-campus business meetings.

The Event Manager is the point person for photo permits, ceremonies, and other external rentals.

Creates contracts, provides support services, ensures college policies are followed, and shares in overseeing summer camps, conferences, and weddings with the director.

Coordinates and facilitates meetings, campus tours, and other necessary customer service activities related to external customers’ events during the year and for summer camps, conferences, and weddings.

Provides diagrams for event setups and arrangements.

Supports the development of marketing materials for external customers and summer camps, conferences, and weddings.

Supervisory Responsibilities

Six to eight student workers.

In the absence of the Lead Crew Manager, they will manage the Event Crew & Support Services Technician.

In the absence of the Director of Events Management, they will manage five temporary summer staff.

Who you are:

Excellent organizational, planning, and interpersonal skills

Ability to work well with people at all levels of the organization in a service-oriented environment with a positive attitude.

Excellent verbal and written communication skills

Ability to prioritize multiple projects

Experience training students or staff

Adaptable to an ever-changing environment

Must be creative and able to work in a team environment

Ability to problem solve and develop practical solutions

Able to work a flexible schedule, which may include some evenings and weekends

What you bring:

Required Qualifications

A Bachelor’s degree and at least three years of job-related experience or an equivalent combination of education and/or experience.

Previous management experience

Familiar with 25 Live (Swat Central) or similar scheduling software

Preferred Qualifications

Experience in higher education event management

Physical Demands

Ability to lift and carry objects weighing up to 25 lbs.

Ability to carry heavy objects in close quarters and on stairs.

Ability to stand for long periods of time.

Ability to perform kneeling, bending, squatting motions for extended times.

What You Will Get:

You’ll work at one of the world's most renowned liberal arts Colleges, with incredible benefits, a stunning 420-acre campus, and a collaborative work environment. Join a team of passionate, creative people who work hard and have fun supporting the College students, faculty, and staff.

We want to hear from you if you are excited about this role! For full consideration, submit applications with an uploaded resume and (optional) cover letter by September 12, 2025. Applications received after this date may be reviewed on a rolling basis until the job has been filled.

The market range for this position is $29.00-$36.00 per hour, which represents the College’s good faith and reasonable estimate of the range at the time of posting. The salary offered is determined based on factors including, but not limited to, experience and education of the final selected candidate, departmental budget availability, internal salary equity considerations, and available market information.

PA Criminal Clearance Required

Swarthmore College requires a PA Criminal background check for all staff positions prior to the start of employment.

Education Verification Required by Position

An education verification is required for this position because a college degree is a required qualification for this position.

Preview our Benefits Flyer. We offer benefit plans starting at zero cost! Upon benefit eligibility, the College contributes 10% of an employee’s salary to their retirement account. Employees are 100% vested in their accounts on the date participation begins.

Swarthmore College actively seeks and welcomes applications from candidates with exceptional qualifications, particularly those with demonstrable commitments to a more inclusive society and world. Swarthmore College is an Equal Opportunity Employer. Women and minorities are encouraged to apply.