SUMMARY:
This position is responsible for overall management of 20 - 30 events per year with budgets ranging from $2,000 - $100,000. Events include annual department holiday party, alumni reception and resident graduation; employee appreciation events including retirement and years of service celebrations; and a multitude of cultural and engagement activities. Close partnership with the Director of Culture and DEI is expected.
Details include but are not limited to:

• Consults with clients, on all details regarding events and event planning.
• Independently plans, organizes, and executes events to meet the department goals (including accessibility concerns).
• Facilitates development of contracts with vendors for final sign off by event stakeholders and oversees multiple service contractors ensuring optimum results.
• Leads site selection for each event, including coordinating appointments and visits to see event space and venue, and scheduling of events on the calendar.
• Establishes registration process, including website development.
• Develops and coordinates guest lists.
• Arranges and coordinates transportation logistics, including parking spaces and permits, maps and directions, and, when necessary, charter buses.
• Develops and manages publicity for each event including communicating with guests and participants and producing marketing materials and advertisements,
• Determines and coordinates staffing needs. Selects, trains, including developing training materials, evaluates, schedules and as required, takes corrective action with staff.
• Produce an event calendar with accompanying timelines to ensure continuity across academic years.
• For events where the incumbent is not the primary manager, partnership and collaboration with various other units is required.

Event Production
Produces and manages events involving guests from multiple sources such as other public institutions, research institutions, private sector interests, alumni, and interested donors identified by the advancement or development office.

• Ensures smooth-running, effective events, including successfully recognizing and resolving potential and real problems in a timely manner using tact, sensitivity, discretion and political acumen.
• Prepares event materials including name badges, registration lists, printed agendas, gift items, signage, etc.
• Manages all stakeholders and event vendors to ensure coordination of all event activities.
• Demonstrates good judgment in making decisions and managing events.
• Supports and communicates to staff university priorities in establishing a safe, secure work environment.

Event Budget Management

• Develops and implements event budgets including reconciling actual expenses with the university's financial reports and the department's budgeted amounts. Provides periodic progress reports to the lead stakeholder for each event project. Keeps track of event finances including check requests, invoicing, and reporting. Ensures each event stays within the budget.
• Contributes to and participates in department financial planning and long-range unit planning. Compiles reports for managers as required. Plans, identifies, and coordinates with vendors (for example, audio visual and catering providers). Supports university procurement and vendor diversity goals.
• Assumes leadership role in emergency situations, including leading evacuations or other safety related procedures; performs crisis intervention; and calls for police or paramedics. Resolves problems or issues that may disrupt events.

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