Mountain West HERC

Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). In lieu of a Bachelor's degree, four (4) years of full-time directly related experience, or a combination of higher education and experience totaling four (4) years may be considered. Four (4) years of full time experience with building or property management and/or experience working with maintenance and grounds trades. Experience coordinating events. Experience working with senior-level staff. Must have, keep and maintain the appropriate valid NYS Driver's License; have a motor vehicle record which is free from major violations or a pattern of repeat violations. (***Out-of-State Applicants, see "Special Notes").

Preferred Qualifications:
Experience managing events, including event planning, high-end catering, hospitality or estate management. Experience working for a conferences and special events team within an organization. Experience in a higher education environment. Project Management certification (i.e. PMI). Experience supporting a senior level executive in residential operations. Supervisory experience (experience managing contractors, students, or projects may be considered).

Brief Description of Duties:
The Estate Manager for the University President oversees the daily operations, maintenance, security, and event planning for the official home of the university president (Sunwood) as well as an additional offsite property (Childs Mansion). They coordinate housekeeping, catering, and guest logistics for high-level donor, alumni, and university events, ensuring the residence operates as both a private home and a public venue. Strong communication and organizational skills along with a high level of professionalism and confidentiality is required. The incumbent will frequently move event materials, supplies, or equipment between campus locations and storage areas. The incumbent must be available outside of regular business hours, including evenings and weekends, and will be expected to be available to provide a timely response to urgent matters. The Estate Manager will report to Conferences and Special Events, with a dotted line to Facilities & Services where necessary. Given the visibility to residents and guests, an unwavering dedication to service excellence is essential.
The Estate Manager is required to live on the premises in a 1,900 sq. ft. apartment ft. two bedroom family dwelling in East Setauket, New York.

• Event Management:
  • Coordinating dozens of annual social events, including fundraisers, dinners for dignitaries, alumni receptions, and faculty gatherings.
  • Working with Conferences and Special Events (CSE) on developing detailed plans and timelines for events.
  • Coordinating venue, catering, decor and audio visual equipment for events held at the Sunwood public side as well as Child's Mansion.
  • On-site supervision of staff and vendors, troubleshooting issues, and ensuring compliance with safety standards.
  • Set up and clean up events at the two properties.
• Hospitality Standards:
  • Oversee the move in and move out of high-level executives renting space at these residences.
  • Ensuring the residence is kept in a constant state of readiness ("show place" standard) for unannounced visitors or high-profile guests.
  • Work with the Finance and Administration team on reserving rooms.
  • Meet new tenants at all hours and assist them with move-in and move-out.
  • Oversee the cleanliness and organization, including repairing or cleaning equipment.
  • Checking, sorting and placing incoming supplies, packages and mail for tenants.
  • Updating inventory records, creating detailed budgetary reports, maintaining invoices, and documenting non-conformances.
  • Work with the building manager of the other offsite properties and provide coverage where necessary.
• Facilities & Inventory:
  • Work with Facilities and Services to manage any and all building issues and regular maintenance and cleaning.
  • Monitoring inbound and outbound stock to prevent shortages, performing regular cycle counts, and reconciling physical inventory.
  • Maintaining university-provided assets such as furniture, appliances, and high-value items like china, silverware, and artwork.
  • Oversee successful repair and maintenance as issues arise.
  • Oversee maintenance and cleaning contractors.
  • Work with the building manager of the other offsite properties and provide coverage where necessary.
• Executive Stewardship:
  • Respond to the residential needs of the President and those that support and surround her, as needed.
  • As needed assist the President, and other high-level executives with welcoming visitors, students, and dignitaries, providing directions.
  • Guiding guests for both small and large events.
  • Enforcing protocols and safety standards.
• Other duties as assigned.

Special Notes:
The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.

The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Evening and weekend work will be required at times.

***Out-of-State Applicants: Please note as a condition of employment and in order for this position to be tendered, the successful incumbent will be required to provide evidence of a valid license and driving abstract from the state issuing the license within five business days of a conditional offer and must obtain a NYS driver's license within 30 days of start date.

For this position, we are unable to sponsor candidates for work visas.

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.

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