Manager of Special Events

Position Title

Position Type

Job Number

Full or Part Time

Fair Labor Standard Act Classification

Anticipated Pay Range

Pay Range Information

Job Description Summary

Responsibilities

• Lead, plan, implement, and oversee logistics for assigned university events, ensuring successful delivery from concept through post event evaluation.
• Develop and utilize timelines, schedules, and databases to help drive timely completion for the required strategic and/or project plans.
• Negotiate and contract with all vendors, suppliers, and event venues to supply services needed (catering, rentals, audio visual, parking, etc.) Review agreements and ensure that appropriate services are delivered.
• Manage, supervise, and train the event volunteer support team comprised of volunteers, students and staff.
• Provide meeting notices, agendas, data, minutes and other collateral necessary for each event.
• Collaborate with Advancement Operations and Advancement Systems to maintain current donor information and gift records.
• Collaborate with SMC and campus partners to identify effective communication strategies and plans for internal and external audiences utilizing digital media, website, printed collateral, collateral mailing and email communication.
• Track event progress and success and provide consistent updates and progress to the Special Events team.
• Collaborate with the Special Events team to ensure consistent quality in planning and alignment of work

• Manage and lead all aspects of the Student Ambassador Program including, recruitment, selection, onboarding, training, recognition, events, and ongoing program administration.
• Receive, monitor and track campus-wide requests for Ambassadors, accommodating requests and follow-up after assignments to ensure best service provided.
• Manage Fall/Spring recruitment of Ambassadors including application process, interviews and selection process.
• Develop and maintain knowledge of programs and initiatives throughout the university to better educate the Ambassadors
• Supervise Ambassador Leadership Board to track and monitor roster and attendance, communication, including activities of Ambassadors to ensure they are meeting/exceeding participation requirements.
• Enforce Ambassador Program requirements and standards as applicable.

• Provide support to the Special Events Team in the defined significant time leading up to all events which fall under the department’s responsibilities.
• Attend and provide operational support for all events and activities planned by the department. .
• Be active in the campus community to advance the University wide initiatives.
• Maintain accurate donor records in university systems.
• Coordinate and secure all event space reservations and required support services through university venue reservation and services systems and various campus partners.
• Collaborate with ticketing team, Advancement Operation, IS&T, and other campus partners to set up event registration, ticketing, and payment processes using university ticketing and financial systems.
• Coordinate with Gift Recorder and Cashier’s office to ensure all money is properly processed and recorded. Provide timely updates to the Advancement Operations Team on GL reports.
• Draft, type, proofread and ensure accuracy of all written correspondence including solicitation and thank you letters, proposals, sponsorships, and memos

• Manage the event operating budgets and expenses which fall under the specific job scope of responsibilities. Create budget and expense projections in order to avoid and/or resolve potential variances
• Identify possible budgetary concerns based on analysis of budget/financial projections and provide recommendations on resolutions in compliance with University policies and procedures.
• In collaboration with Special Events Operations Specialist, ensure contracts, budgets and expenses are accurately accounted for and entered into the tracking system

Required Qualifications

• Bachelor’s degree or equivalent education and experience
• A minimum of two years’ experience in planning and executing special events
• Experience using event management, venue reservation, ticketing, payment processing, and advancement systems (e.g., 25Live, AudienceView, TouchNet, Blackbaud CRM, or similar systems)
• Ability to plan, coordinate, and execute logistics for special events and meetings; including coordinating vendors, travel, facilities, event materials, and related support services.
• Proven ability to exercise sound judgment and independent decision-making to carry out duties in a timely manner
• Ability to prioritize, exercise initiative and work independently
• Proven ability to evaluate data, assess alternatives, and make decisions and/or recommendations as required
• Demonstrated ability to oversee and supervise volunteers, vendors, and committees
• Proficiency in Microsoft Office, desktop publishing, database management, and internet.
• Technical ability to learn and use university enterprise software and other data systems
• Skill to prepare financial forms, monitor budgets, and reconcile expenses
• Skill to perform arithmetic calculations
• Ability to maintain calendars, schedule meetings, appointments and events
• Excellent interpersonal skills with a individuals from a variety of backgrounds and at all organizational levels, inside and outside the university
• Demonstrated effective written and oral communication skills
• Strong analytical and critical thinking skills to identify problems and anticipate the impact to office administration problems, providing solutions as needed.
• Ability to use tact and diplomacy and maintain a high level of confidentiality.
• Ability to learn and interpret policies and procedures.

Desired Qualifications

• Knowledge of Chapman policies and procedures

Special Instructions to Applicants