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University Events Manager



Salary and Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $75,000 per year to $90,000 per 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, one personal holiday 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 our benefits website. The CSU Total Compensation Calculator demonstrates the significance of our benefits package.

Classification

Administrator I

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 University Events Manager 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, this position ensures the successful production of university events including, but not limited to: Commencement ceremonies, Honors Convocation, donor recognition events and campaign events. The University Events Manager oversees the planning, logistics and monitoring of event goals, budgets and timelines. Additionally, this position is responsible for ensuring the multitude of details and mechanics required to execute high-quality events are flawlessly orchestrated from start to finish.

The University Events Manager functions 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 successful candidate will exhibit a strong work ethic, including punctuality and reliability, as well as a professional demeanor and appearance. This position requires being a goal-oriented team player and collaborator 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.).
  • Lead, plan, and organize all elements of university ceremonies and other special events.
  • Collaborate with university staff and partners to establish goals, objectives, timelines, work assignments and budgets for events.
  • Prepare and implement detailed production timelines, task lists and day of event program sheets.
  • Provide technical diagrams such as floor plans and other production layouts as needed.
  • Coordinate multiple involved parties to ensure consistency and understanding by those involved.
  • Prepare and conduct event briefings, debriefings and program materials.
  • Work with University Communications to coordinate publicity and maximize event awareness, as well as maintain a consistent University message and branding.
  • Work with University Communications to create invitations and other printed materials.
  • Oversee and facilitate event briefing and coordination of event speakers.
  • Serve as liaison to event speakers, staff and volunteers.
  • Manage content for event registration websites, ensuring content is accurate and error-free.
  • Manage and staff events, including coordinating any additional staff and volunteers needed to produce the event. This may require coordinating with University Advancement and other Cal State East Bay departments and divisions to fill event staffing needs.
  • Develop and manage event budgets. This includes tracking 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 a predetermined budget. Track all revenues and expenses associated with event or program logistics.
  • Prepare post-event analysis to assess opportunities and make recommendations for improving events.
  • Plan, manage and coordinate all aspects of the University’s commencement ceremonies.
  • Supervise the University Events Coordinator.
  • Other duties as assigned.
Minimum Qualifications
  • A Bachelor's degree.
  • Three (3) years of related experience, or equivalent combination of experience, education, and training.
  • Progressively responsible experience in planning, production and management of large and small high-profile and less-formal events for diverse and distinguished guests, preferably in higher education.
  • One year or more of supervising/managing a professional staff.
Required Qualifications

Knowledge of:
  • Event planning, evaluating programs and services, working directly with vendors, as well as internal and external constituents.
  • Project management, time management, management principles and practices.
  • Fiscal and budget management, including preparing, managing and monitoring event budgets, anticipating cost of production, technical and promotional needs.
  • Crowd management, crowd safety protocols, security and emergency procedures related to small, medium and large-scale gatherings.
  • Social and university procedures of protocol and etiquette.
  • Computer usage including word processing, spreadsheet software, desktop production and database systems.
Ability to:
  • Perform administrative duties professionally and thoroughly, adhering to established deadlines.
  • Maintain professionalism in all interactions with internal and external constituents.
  • Demonstrated ability to communicate effectively in oral and written formats within a complex environment with competing wants and needs.
  • Capable of prioritizing work by level-setting staggered timelines, managing expectations, and committing to agreed-upon goals.
  • Plan and execute events varying by size and scope.
  • Interact with diplomacy and tact when working with staff, vendors, volunteers and guests.
  • Complete tasks efficiently and meet established deadlines.
  • Lead and train volunteers.
  • Establish and maintain effective working relationships at all levels within the internal and the external communities.
  • Complete projects accurately, on time and under tight deadlines.
Special Working Conditions
  • Able to work 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.
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 here.

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 here.

At Cal State East Bay, 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 University Events Manager 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 person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment.

Advertised: December 04, 2023 (11:00 AM) Pacific Standard Time
Applications close: February 04, 2024 (11:55 PM) Pacific Standard Time

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