Events & Communications Program Manager



Employment Opportunity

Cabrillo College is seeking an experienced professional to serve as Events & Communications Program Manager for the 28-college Bay Area Community College Consortium (BACCC). BACCC is one of 8 regional consortia, funded by the Chancellor’s Office, to facilitate collaborative responses to regional workforce development needs. Cabrillo serves as the fiscal agent for BACCC.

The Events & Communications Program Manager oversees the simultaneous planning and logistics of multiple regional meetings, conferences and events, monitors and processes invoices for payment, performs analytical work and program/project management, and manages regional information sharing among the BACCC member colleges, K-12 local education agencies, the region’s Chancellor’s Office supported talent, and the Chancellor’s office. Assignments are typically received in general terms, and incumbents are expected to act independently within the framework of established policies, procedures and objectives.

Why this opportunity is for you:
BACCC is committed to achieving the following goals.

  1. Provide pathways that enable all Bay Area students to find employment and advance to livable wages

  2. Meet the needs of employers in the Bay Region for well-qualified candidates for positions that pay livable wages

  3. Ensure equity in participation, completion, and employment



The successful candidate shares these goals and will have demonstrated the ability to provide logistical support for face-to-face and on-line meetings and to manage communications through a variety of media.

COMPENSATION AND BENEFITS

Starting Salary Range: $52,645 to $74,077 per year . Salary placement is determined by documented education and experience. A doctoral stipend of $3,977 per year is provided to eligible employees.

Benefits:
Cabrillo College currently provides a generous benefit stipend for employees plus dependents that employees apply towards benefit selections for medical, dental, life, and short-term/long-term disability insurance. Depending on health plan selections, in many cases full-time employee net out-of-pocket for benefit premiums may be as low as $0.

Classified administrators are required to join the Public Employee's Retirement System (PERS) and as such must contribute up to 7% of their monthly salary to PERS on a pre-tax basis. Please see the Benefits link on the HR webpage for more information.

Work-Life Balance:
This opportunity is a full time assignment, 12 months per year. Cabrillo administrators enjoy a 225-day work schedule, which equates to an average of 20 self-selected non-work days, 15 set holidays, and 3 individual responsibility days off annually. 12 days of sick leave accrue annually.

Cabrillo’s Commitment to Equity and Diversity :
The ideal candidate will share Cabrillo and BACCC's commitment to educating the region’s racially and socioeconomically diverse student population and working towards the goal of equity for these populations in participation in the region’s career programs; in successful completion of these programs; and of placement in employment at livable wages within the students' fields of study.
Employees at Cabrillo College support quality programs and services to students that promote their diverse and evolving needs as they progress toward their individual educational goals. Come join us in our vision to improve the world, one student at a time!

Examples of Duties

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

  • Oversees and coordinates planning, scheduling, organization and logistics of regional meetings and events including liaison with event participants, vendors and sponsors; works with hotels, meeting facilities, vendors and regional colleges to obtain venues and catering; orders equipment, materials and supplies; oversees processing of meeting contracts and invoices.
  • Oversees pre-meeting arrangements including participant invitations and registration, production and distribution of meeting materials, maps, parking passes and call/webinar numbers; makes travel and hotel arrangements for speakers and key participants.
  • Oversees day of services including vendor oversight, participant check-in and registration, setup and cleanup; ensures speakers/facilitators have proper audio-visual equipment and materials; performs onsite troubleshooting and resolves issues.
  • Oversees or performs advanced administrative support including ensuring the preparation and distribution of meeting/session agendas, presentations and supporting documents to appropriate parties; may take and transcribe meeting minutes; prepares and distributes follow-up documentation; drafts, proofreads and/or edits a variety of materials including marketing collateral, press releases, invitations, programs, publications and reports.
  • Acts as liaison to, and builds strong relationships with, regional and county officials, employers and community colleges; represents BACCC at regional events; makes presentations and responds to complex and sensitive questions and requests for information; provides information and assistance regarding BACCC grants, programs and service areas; responds to and resolves inquiries and complaints; promotes BACCC’s mission and goals.
  • Recommends the development and implementation of processes and methodologies that facilitate communication among BACCC stakeholders, including regional employers and colleges; supports usage of collaborative technology to share documents and ideas; oversees email lists; develops and implements social media strategy.
  • Coordinates communications, workflow and voting process for BACCC member college review and recommendations for proposals for new Career Technical Education (CTE) programs.
  • Demonstrates sensitivity to and understanding of diverse academic, socioeconomic, cultural, disabil­ity, gender identity, sexual orientation and ethnic backgrounds of community college students, faculty and staff.
OTHER DUTIES
  • Collects and analyzes data for quarterly grant reporting.
  • Represents BACCC on a variety of internal and external project teams.
  • Performs related duties as assigned.


Minimum Qualifications

EDUCATION AND EXPERIENCE:
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

  • Understanding of, and sensitivity to the diverse academic, socio-economic, ethnic, religious and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff, AND
  • Graduation from an associate degree program, AND
  • Five years of progressively responsible experience in event planning, marketing and communications; OR
  • Applicants not meeting the above minimum requirements may apply on the basis of equivalency. Please see our HR website for the Equivalency form and information .
Desired: A bachelor’s degree is desirable.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:
  • BACCC goals, objectives, policies, procedures and practices applicable to area of assignment.
  • Principles and practices of program and project management.
  • Principles, practices and techniques of planning and coordinating services for a variety of meetings, events and projects.
  • Principles, methods and practices applicable to the design and implementation of public relations, outreach and marketing programs.
  • Concepts and practices of business process and systems analysis.
  • Digital business communication and information sharing technologies including websites, cloud-based file storage, listserves, video conferencing, customer relationship management systems, social media and chat systems that facilitate business communications.
  • Basic research methods and analysis techniques.
  • Modern office practices, procedures and equipment including advanced knowledge of computers and applicable software programs.
  • Basic grants administration methods and practices.
  • Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
  • Applicable sections of the California Education Code and other applicable federal, state and local laws, rules and regulations.
  • Safety policies and work practices applicable to the work being performed.
Skills and Abilities to:
  • Work collaboratively with BACCC stakeholders to facilitate communications, meetings and events that support and advances Strong Workforce Program grants and projects.
  • Plan and implement multiple, concurrent regional meetings and events (2 to 6 per month with 20 to 100 attendees).
  • Negotiate, review and process vendor contracts and invoices.
  • Define issues, analyze problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies.
  • Analyze and make sound recommendations on communication processes and procedures including new software and applications for online collaboration.
  • Organize, set priorities and exercise sound, independent judgment within areas of responsibility.
  • Prepare clear, concise and comprehensive correspondence, reports, studies and other written materials.
  • Communicate effectively, both orally and in writing and through various technologies including video conferences.
  • Operate a computer and use standard business software including spreadsheets, word processing, and database systems.
  • Collaborate in the design of, and update and maintain websites, group communication systems such as email listserves, customer relation management systems (CRMs), and manage sharing of cloud-based documents.
  • Establish and maintain effective working relationships.
  • Represent BACCC effectively in public settings and one-on-one with colleges, employers and the public on a variety of complex issues.
  • Uphold BACCC’s mission, values and objectives.
  • Support an inclusive work environment that fosters diversity, respect and engagement.
LICENSES, CERTIFICATES AND OTHER REQUIREMENTS:
A valid California driver’s license and the ability to maintain insurability under the College’s vehicle insurance program.

Additional Information

Application Process:
  1. Completed application
  2. Resume
  3. Answer Supplemental Questions
  4. Attach the following:
    • Unofficial transcripts from all colleges attended showing degree(s) conferred (copies, and downloads are acceptable). Foreign transcripts must be evaluated for U.S. equivalency at the applicant’s expense - click here for more information AND/OR
    • Equivalency Form – click here (optional ) Submit this form with supporting materials if you do not possess the minimum qualifications as listed in the job announcement and feel you have the equivalent education and/or experience. Unofficial transcripts for college-level coursework must be included when submitting this form.
Please note : All application materials must be received by 11:59 pm on the closing date indicated above.

Attention Applicants
Only completed applications with the above required documents will be reviewed by the committee. Application materials not required (including reference letters) for this position will not be reviewed. Remove personally identifiable information such as personal photos, social security number, birth date, age, and gender from your application materials. Expenses related to the recruitment process are the responsibility of the applicant. Cabrillo is unable to sponsor work visas.

Selection Procedure
A search committee will review and invite applicants for an interview. Meeting the posted requirements does not guarantee an interview. A written performance exercise and/or presentation may be a part of the interview, and finalists may be invited to return for a second interview. All notifications will be via email, and can also be accessed through your application profile.

Conditions of Employment
Selected candidates given a conditional offer of employment are required to submit tuberculosis screening clearance results, proof of eligibility to work in the United States, and present their Social Security card upon hire (for payroll purposes).

EEO Statement
Cabrillo College is an equal opportunity employer and actively seeks a diverse pool of qualified applicants. The policy of the College is to encourage applications from all persons. No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, gender expression, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status or protected veteran status.

Accommodations
Persons with disabilities who require reasonable accommodation to complete the employment process must notify Human Resources at (831) 479-6217.

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