Director Of Special Events Jobs in Riverside, CA

Position Information

Position Title
Manager of Special Events

Position Type
Regular

Job Number
SA85724

Full or Part Time
full-time 40 hours weekly

Fair Labor Standard Act Classification
Exempt

Anticipated Pay Range
$73,000- $78,000

Pay Range Information
Chapman University is required to provide a reasonable estimate ofthe compensation range for this position. This range takes intoaccount a variety of factors that are considered in makingcompensation decisions, including experience, skills, knowledge,abilities, education, licensure and certifications, and otherbusiness and organizational needs. Salary offers are determinedbased on the final candidate’s qualifications and experience, aswell as internal equity and other internal factors. The anticipatedpay range is not a promise of a particular wage.

Position Summary Information

Job Description Summary
Under general supervision, the Manager of Special Events ensuresthe successful planning and execution of university events withspecial emphasis on University Advancement events and thoseinvolving the university president, provost and board oftrustees/governors. The position conceptualizes, plans, implementsand executes core university-based events and projects.

Manages and leads all aspects of the Student Ambassador programincluding recruitment, the Ambassador Leadership Board, supervisethe Ambassador pool and ensure goals and objectives of the programare met.

Responsibilities

• Conceptualize, Design and Implement University AdvancementSpecial Events
  • Lead, plan, implement, and oversee logistics for assigneduniversity events, ensuring successful delivery from conceptthrough post event evaluation.
  • Develop and utilize timelines, schedules, and databases to helpdrive timely completion for the required strategic and/or projectplans.
  • Negotiate and contract with all vendors, suppliers, and eventvenues to supply services needed (catering, rentals, audio visual,parking, etc.) Review agreements and ensure that appropriateservices are delivered.
  • Manage, supervise, and train the event volunteer support teamcomprised of volunteers, students and staff.
  • Provide meeting notices, agendas, data, minutes and othercollateral necessary for each event.
  • Collaborate with Advancement Operations and Advancement Systemsto maintain current donor information and gift records.
  • Collaborate with SMC and campus partners to identify effectivecommunication strategies and plans for internal and externalaudiences utilizing digital media, website, printed collateral,collateral mailing and email communication.
  • Track event progress and success and provide consistent updatesand progress to the Special Events team.
  • Collaborate with the Special Events team to ensure consistentquality in planning and alignment of work
• Student Ambassador Program
  • Manage and lead all aspects of the Student Ambassador Programincluding, recruitment, selection, onboarding, training,recognition, events, and ongoing program administration.
  • Receive, monitor and track campus-wide requests forAmbassadors, accommodating requests and follow-up after assignmentsto ensure best service provided.
  • Manage Fall/Spring recruitment of Ambassadors includingapplication process, interviews and selection process.
  • Develop and maintain knowledge of programs and initiativesthroughout the university to better educate the Ambassadors
  • Supervise Ambassador Leadership Board to track and monitorroster and attendance, communication, including activities ofAmbassadors to ensure they are meeting/exceeding participationrequirements.
  • Enforce Ambassador Program requirements and standards asapplicable.
• Event Support
  • Provide support to the Special Events Team in the definedsignificant time leading up to all events which fall under thedepartment’s responsibilities.
  • Attend and provide operational support for all events andactivities planned by the department. .
  • Be active in the campus community to advance the Universitywide initiatives.
  • Maintain accurate donor records in university systems.
  • Coordinate and secure all event space reservations and requiredsupport services through university venue reservation and servicessystems 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 andfinancial systems.
  • Coordinate with Gift Recorder and Cashier’s office to ensureall money is properly processed and recorded. Provide timelyupdates to the Advancement Operations Team on GL reports.
  • Draft, type, proofread and ensure accuracy of all writtencorrespondence including solicitation and thank you letters,proposals, sponsorships, and memos
• Budget Management
  • Manage the event operating budgets and expenses which fallunder the specific job scope of responsibilities. Create budget andexpense projections in order to avoid and/or resolve potentialvariances
  • Identify possible budgetary concerns based on analysis ofbudget/financial projections and provide recommendations onresolutions in compliance with University policies andprocedures.
  • In collaboration with Special Events Operations Specialist,ensure contracts, budgets and expenses are accurately accounted forand entered into the tracking system

Required Qualifications

• Bachelor’s degree or equivalent education and experience
• A minimum of two years’ experience in planning and executingspecial events
• Experience using event management, venue reservation,ticketing, payment processing, and advancement systems (e.g.,25Live, AudienceView, TouchNet, Blackbaud CRM, or similarsystems)
• Ability to plan, coordinate, and execute logistics for specialevents and meetings; including coordinating vendors, travel,facilities, event materials, and related support services.
• Proven ability to exercise sound judgment and independentdecision-making to carry out duties in a timely manner
• Ability to prioritize, exercise initiative and workindependently
• Proven ability to evaluate data, assess alternatives, and makedecisions and/or recommendations as required
• Demonstrated ability to oversee and supervise volunteers,vendors, and committees
• Proficiency in Microsoft Office, desktop publishing, databasemanagement, and internet.
• Technical ability to learn and use university enterprisesoftware and other data systems
• Skill to prepare financial forms, monitor budgets, andreconcile expenses
• Skill to perform arithmetic calculations
• Ability to maintain calendars, schedule meetings, appointmentsand events
• Excellent interpersonal skills with a individuals from avariety of backgrounds and at all organizational levels, inside andoutside the university
• Demonstrated effective written and oralcommunicationskills
• Strong analytical and critical thinking skills to identifyproblems and anticipate the impact to office administrationproblems, providing solutions as needed.
• Ability to use tact and diplomacy and maintain a high level ofconfidentiality.
• Ability to learn and interpret policies and procedures.

Desired Qualifications

• Knowledge of Chapman policies and procedures

Special Instructions to Applicants
At Chapman University, we believe collaboration thrives throughin-person engagement. This position is fully on campus, andemployees work alongside colleagues, faculty, students, and staffeach day to support our vibrant university community.

Chapman University is an equal opportunity employer that providesequal employment opportunities to all individuals, regardless oftheir protected characteristics. All qualified applicants andemployees are encouraged to apply and will receive considerationfor employment without regard to race, color, religion, age, sex,sexual orientation, gender identity, gender expression, nationalorigin, ancestry, citizenship status, physical disability, mentaldisability, medical condition, military and veteran status, maritalstatus, pregnancy, genetic information or any other characteristicprotected by state or federal law.

Applicants for Staff and Administrator positions must be currentlyauthorized to work in the United States on a full-time basis.

The offer of employment is contingent upon satisfactory completionand outcomes of a criminal background screening and returning tothe Office of Human Resources a signed original acceptance of theChapman University Agreement to Arbitrate

Minimum Number of References

Maximum Number of References

Pre-screening Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

1. Resume
2. Cover Letter

Optional Documents