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Special Events Manager

Job Details

Posting Details

Position Information

Position Title

Special Events Manager

Position Type

Regular

Job Number

SA8532122

Full or Part Time

Full-Time 40 Hours Weekly

Fair Labor Standard Act Classification

Exempt

Anticipated Pay Range

$70,000 - $72,000

Pay Range Information

Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Position Summary Information

Job Description Summary

The Manager of Special Events works closely with the Assistant Vice President and Director of Special Events to lead, and ensure the successful planning and implementation of university events with special emphasis on University Advancement events and those involving the university president, provost and board of trustees/governors. Conceptualize, plan, implement and execute core university based events and projects. Coordinate all logistics to launch or sustain mission-based events and projects.

Manage and lead all aspects of the Student Ambassador program including recruitment, the Ambassador Leadership Board, supervise the Ambassador pool and ensure goals and objectives of the program are met.

Responsibilities

Conceptualize, Design and Implement Special Events
  • Lead, plan, implement, and oversee logistics
  • Use and develop timelines, schedules, and databases to help drive timely completion for the required strategic and/or project plans.
  • Negotiate and contract with all vendors, suppliers, and event venues to supply services needed (catering, rentals, audio visual, parking, etc.)
  • Manage, supervise and train the event volunteer support team comprised of volunteers, students and staff.
  • Provide meeting notices, agendas, data, minutes and other collateral necessary for each event.
  • Collaborate with campus partners to identify effective communication strategies and plans for internal and external audiences utilizing digital media, website, printed collateral, collateral mailing and email communication.
Student Ambassador Program
  • Manage and lead all aspects of the Ambassador Program including uniforms, communication, recruitment, Leadership Board, trainings, induction meeting, and spring banquet.
  • Receive, monitor and track campus-wide requests for Ambassadors, accommodating requests and follow-up after assignments to ensure best service provided.
  • Manage Fall/Spring recruitment of Ambassadors including application process, interviews and selection process.
  • Manage Spring recruitment for Ambassador Leadership Board including application process, interviews and selection process.
  • Supervise Ambassador Leadership Board
  • Enforce Ambassador Program requirements and standards as applicable.
Event Support
  • Provide support to the Special Events Team in the defined significant time leading up to all events which fall under the department’s responsibilities.
  • Attend all events and activities planned by the department including but not limited to Economic Forecast, Economic Forecast Update, Winterfest, Board Summer and Holiday events, Board Enrichment, Board Retreats, groundbreaking ceremonies, grand openings, University Commencement weekend, Opening Convocation, Homecoming, and other events.
  • Secure all on-campus event space through 25LIVE including all event details and campus partners
  • Work with ticketing team to create and update all events that require tickets through Audience View.
  • Work with Advancement Operations and IS&T to create and update e-commerce (TouchNet) online giving pages
  • Work with Gift Recorder and Cashier’s office to ensure all money is properly processed and recorded.
  • Provide timely updates to the Advancement Operations Team on GL reports.
  • Draft, type, proofread and ensure accuracy of all written correspondence including solicitation and thank you letters, proposals, sponsorships, and memos.
Budget Management
  • Manage the event operating budgets and expenses which fall under the specific job scope of responsibilities. Create budget and expense projections in order to avoid and/or resolve potential variances
  • ·Identify possible budgetary concerns based on analysis of budget/financial projections and provide recommendations on resolutions in compliance with University policies and procedures.
Required Qualifications
  • Bachelor’s degree or equivalent education and experience
  • A minimum of two years’ experience in planning and executing special events
  • Ability to plan, coordinate, and execute logistics for special events and meetings; including coordinating calendars and meetings, catering, travel, rental equipment, agendas, printed materials and other supporting collateral
  • Proven ability to exercise independent thinking and judgment to carry out duties in a timely manner
  • Ability to prioritize, exercise initiative and work independently
  • Demonstrated ability to oversee and supervise volunteers, vendors, and committees
  • Computer skills in Microsoft Office, desktop publishing, database management, and internet
  • Technical ability to learn and use university enterprise software and other data systems
  • Skill to prepare financial forms, monitor budgets, and reconcile expenses
  • Excellent interpersonal skills with a diverse group of individuals at all levels
  • Demonstrated effective written and oral communication skills
  • Ability to use tact and diplomacy and maintain a high level of confidentiality.
  • Some evening and weekend work hours required
Desired Qualifications
  • Knowledge of Chapman policies and procedures
Special Instructions to Applicants

Chapman University is an equal opportunity employer committed to fostering a diverse and inclusive academic global community. The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

The University is committed to achieving a diverse faculty and staff and encourages members of underrepresented groups to apply. More information on diversity and inclusion at Chapman University can be found at www.chapman.edu/diversity.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman 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
  1. Letter of Recommendation 1
  2. Letter of Recommendation 2


Company

Chapman University

Founded in 1861, Chapman University is a nationally-ranked private university in Orange, California, about 20 minutes away from Pacific Ocean beaches. Whether you're a scientist or a screenwriter, Chapman University’s close proximity to industry leaders will propel you and jumpstart your career..

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