Special Events Manager
Full or Part Time
Full-Time 40 Hours Weekly
Fair Labor Standard Act Classification
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
Conceptualize, Design and Implement Special Events
Student Ambassador Program
- 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
- Negotiate and contract with all vendors, suppliers, and event
venues to supply services needed (catering, rentals, audio visual,
- 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.
- 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
- Supervise Ambassador Leadership Board
- Enforce Ambassador Program requirements and standards as
- Provide support to the Special Events Team in the defined
significant time leading up to all events which fall under the
- 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
- Draft, type, proofread and ensure accuracy of all written
correspondence including solicitation and thank you letters,
proposals, sponsorships, and memos.
- 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
- ·Identify possible budgetary concerns based on analysis of
budget/financial projections and provide recommendations on
resolutions in compliance with University policies and
- Bachelor’s degree or equivalent education and experience
- A minimum of two years’ experience in planning and executing
- 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
- 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
- Excellent interpersonal skills with a diverse group of
individuals at all levels
- Demonstrated effective written and oral communication
- Ability to use tact and diplomacy and maintain a high level of
- Some evening and weekend work hours required
Special Instructions to Applicants
- Knowledge of Chapman policies and procedures
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
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
Required fields are indicated with an asterisk (*).
- Cover Letter
- Letter of Recommendation 1
- Letter of Recommendation 2