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Director of University Events - Administrator II

Employer
California State University- East Bay
Location
California, United States
Salary
Salary Not Specified
Posted Date
Sep 1, 2022

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Position Type
Administrative, Business & Administrative Affairs, Other Business & Administrative Affairs, Community Relations & Institutional Outreach, Development & Advancement, Alumni Affairs, Conference & Special Event Administration
Employment Type
Full Time
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Salary and Benefits

The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $85,000/year to $100,000/year

This position is a Management Personnel Plan (MPP) position in the CSU, and serves at the pleasure of the President.

The CSU enjoys a generous benefits program with employer paid life insurance ($100,000), as well as health, dental, and vision insurance with the monthly premium largely paid by the CSU. Additionally, we offer a broad range of other benefits which includes dependent and health care reimbursement accounts, tuition fee waiver, 401k, 457 and 403(b) plans.

The CSU belongs to the CalPERS retirement plan in which medical and dental insurance continues in qualified retirement.

The CSU has 14 paid holidays and the position earns 24 days of vacation and 12 days of sick leave per year.

For more information on the benefits program, please visit https://www.csueastbay.edu/hr/benefits/index.html

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

Reporting to the Vice President for University Advancement, the Director of University Events is responsible for planning, producing and managing a variety of university hosted events and outside facility rental events. Working in collaboration with other members of the University Advancement team as well as colleagues from across the university, the Director will ensure the successful production of university events including, but not limited to, Commencement ceremonies, Honors Convocation, donor recognition events and campaign events. The Director oversees the planning and logistics and monitors event goals, budgets and timelines. The Director is responsible for ensuring that the multitude of details and mechanics required to execute high-quality events are flawlessly orchestrated from start to finish.

The incumbent will function as a team player who serves as a collaborative, flexible and well-organized leader with excellent interpersonal communication skills and interactions with all constituencies. The Director will serve as an example to peers, team members and volunteers by exhibiting a strong work ethic including punctuality and reliability as well as professional demeanor and appearance.

The incumbent will create a high-quality experience for donors, friends of the university, students, faculty and staff and other constituencies, enhancing goodwill for California State University East Bay. The position is expected to be both entrepreneurial and creative in producing university wide, targeted campaign and other special events. The incumbent will interface with donors and volunteers and will provide excellent donor stewardship.

The Director will be a goal-oriented team player and will collaborate with other University partners and divisions.

Responsibilities

Plan and coordinate events and programs for constituencies including but not limited to donors, community partners, alumni, parents, students and campus departments (e.g. presidential luncheons and dinners with donors and other campus ceremonies, etc.).
  • Leads, plans, and organizes all elements of university ceremonies and other special events.
  • Collaborates with university staff and partners to establish goals and objectives, timelines, work assignments, and budget for events.
  • Prepares detailed production timelines, task lists and day of event program sheets.
  • Provides technical diagrams such as floor plans and other production layouts as needed.
  • Coordinates multiple involved parties to ensure consistency and understanding by those involved.
  • Prepares and conducts event briefings, debriefing and program materials.
  • Coordinates guest lists as well as arranging for timely briefing of Advancement leadership on expectations and participation levels.
  • Works with University Communications to coordinate publicity and maximize event awareness, as well as maintain a consistent University message and branding.
  • Works with University Communications to create invitations and other printed materials.
  • Oversees and facilitates event briefing and coordination of speakers.
  • Serves as liaison to speakers, staff and volunteers.
  • Manages content for event registration websites. Verifies and proofs text and data for uploading.
  • Manages and staffs events including coordinating any additional staff and volunteers needed to produce the event, as well as coordinating staffing needs with University Advancement and other CSUEB departments and divisions.
  • Develops and manages event budgets. This includes tracking of vendor invoices and payments, as well as tracking revenue deposits and payments. Budgets are required to be followed and costs are to be contained within predetermined budget. Tracks all revenues and expenses associated with event or program logistics.
  • Defines outcomes and measures departmental success of events toward achieving goals. Prepares post-event analysis to assess opportunities and make recommendations for improving events.
  • Develops and implements timelines and work plans for each event.
  • Plans, manages and coordinates all aspects of the University’s commencement ceremonies.
Supervise Events & Logistics Manager and Administration Assistant

Other duties as assigned

Required Qualifications
  • Planning events, evaluating programs and services and working directly with vendors as well as internal and external constituents.
  • Project management, time management and management principles and practices.
  • Fiscal and budget management including establishing, implementing, monitoring and analyzing financial data and reporting systems; preparing, managing and monitoring event budgets, anticipating cost of production technical and promotional need; and understanding of audit and compliance requirements.
  • Effective human resources management principles and practices including skills sufficient to hire, train, provide direction and motivation, and evaluate staff and volunteers. Ability to evaluate training needs.
  • Knowledge of crowd management, crowd safety protocols, security and emergency procedures related to small, medium and large-scale gatherings.
  • Knowledge of social and university procedures of protocol and etiquette.
  • Computer usage including word processing, and spreadsheet software, desktop production and database systems.
Ability to:
  • Complete large volume of diverse tasks efficiently, meeting established deadlines.
  • Communicate effectively both in written and spoken communications. Requires strong verbal and written communications skills, including but not limited to the ability to comprehend, transmit, edit and create well written instructions and business correspondence.
  • Interact with diplomacy and tact in public and with staff, vendors and volunteers. Ability to effectively work with invited guests, donors, government officials and university VIPs.
  • Establish and maintain effective working relationships at all levels within the internal community and the external community.
  • Analyze complex problems and devise solutions.
  • Complete projects accurately and on time, sometimes under tight deadlines.
  • Strategize and conceptualize with the Vice President of University Advancement on new ideas and be able to translate these ideas into specific action.
  • Ensure collaboration and synchronicity of different divisions to be sure University’s message is delivered in a manner consistent with University policies and procedures.
This position requires working some evenings and weekends. Events will include outdoor activities. Automobile travel will be necessary. Must possess a valid California driver’s license and comply with the Defensive Drivers Training program requirements if a vehicle is used to travel on official business.

Minimum Qualifications
  • Bachelor's degree and three years of related experience, or equivalent combination of experience, education, and training.
  • Progressively responsible experience in planning, production and management of large, small high profile and less-formal events for diverse and distinguished guests preferably in higher education.
Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website at http://www.csueastbay.edu/smokeandtobaccofree/

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available at: http://www.csueastbay.edu/upd/safety-and-security-reports.html

At CSUEB, the following nine competencies have been identified as valued leadership qualities: Communication, Cooperation, Delegation, Empathy, Feedback, Innovation, Leadership Presence, Passion and Strategic Ability. While we may not expect our managers to exhibit all of these competencies, we do expect them to aspire to develop them. As part of the annual evaluation review process, the Director of Events will be evaluated on each.

Sponsorship

Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.

Mandated Reporter

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.

CSU Vaccination Policy

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hr@csueastbay.edu .

Advertised: September 01, 2022 (7:15 PM) Pacific Daylight Time
Applications close:

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