Special Events Manager
- Employer
- Santa Fe College
- Location
- Gainesville, Florida, United States
- Salary
- Competitive Salary
- Date posted
- Jan 16, 2025
View more categoriesView less categories
- Position Type
- Administrative, Business & Administrative Affairs, Development & Advancement, Alumni Affairs, Conference & Special Event Administration
- Employment Type
- Full Time
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Compensation
$54,725.00 Annual
Job Description Summary
The application deadline for this position is 11:59pm EST on January 29, 2025.
The Office for Advancement provides leadership and coordination in developing activities and external support associated with gifts to enhance student recruitment/retention and create institutional impacts through philanthropic support. This includes cultivating philanthropic partnerships and individual giving; planning and directing fundraising campaigns; promoting annual giving; planning and coordinating comprehensive and capital campaigns; coordinating planned and deferred gifts; promoting employee and Alumni stewardship; and facilitating donor recognition events. Additionally, the Office for Advancement provides administrative support to the Foundation, which encourages and sustains long-term relationships with compassionate alumni, friends and businesses with generous hearts. SF’s generous donors support the mission and vision of the college, and as such bring about tranSFormational change throughout our communities.
The Special Events Manager plans, organizes, and executes a variety of services, activities, events, and fundraising and awareness campaigns organized through the Office for Advancement. The Manager collaborates regularly with personnel from various departments to achieve objectives, collect and assess event outcome measures, monitor the daily activities associated with each event, and to ensure that each initiative meets the needs of the college and its stakeholders. The Manager uses creativity, acute attention to detail, and strong project management skills to ensure events are successful from the beginning to end. Given the nature of this work, the Manager will be required to travel, work at various locations, and work some weekends and evenings as required by event schedules.
Job Description
Responsibilities and Duties Include:
- Leads the planning and execution of internal and external
events that inspire engagement, enhance the college’s visibility to
the community, cultivate meaningful connections with donors, and
foster a shared commitment to achieving the college’s
mission.
- Designs, executes, and assesses high-profile events, including
domestic and international donor development trips, alumni
engagement events, workshops, and signature events like the
President’s Gala, Women of Distinction Luncheon, and
Convocation.
- Creates detailed event timelines and ensures timely completion
of all designated tasks to deliver successful special events.
- Communicates and partners with event personnel, volunteers, and
vendors to seamlessly coordinate event activities, managing the
details from planning to post-event debrief.
- Collaborates with staff and faculty both in Advancement and
collegewide for event preparation, such as the Safety and Risk
Coordinator and Fine Arts Department, to create cost-effective,
safe, and engaging events that showcase student’s talents and
ensure seamless event execution.
- Oversees on-site logistics, which includes managing
transportation, accommodations, and equipment to ensure successful
execution and optimal attendee experience. *This requires staying
on-site during the event.
- Advertises events on multiple channels and creates promotional
materials in collaboration with the Marketing and Communications
team that promote event awareness and opportunities to engage and
participate.
- Manages event mailings, invitations, and staffing to ensure a
streamlined planning process.
- Develops and maintains an approved event and hospitality budget
in coordination with the Vice President for Advancement.
- Establishes monthly and annual goals to ensure events are
delivered on time and within the set budget and evaluates event
success against objectives set by the Vice President for
Advancement.
- Prepares comprehensive statistical and annual reports, as well
as written summaries of events for archival purposes, capturing the
key aspects of each event including objectives, activities,
outcomes, and participant feedback.
- Utilizes the preservation of reports and written summaries to
enhance future events, support continuous improvement and strategic
decision-making, and to ensure events maintain alignment with the
college’s strategic plan.
- Maintains the events section of the Advancement donor database,
tracking attendee information, sponsorship details, and other
related information as directed by the Vice President for
Advancement.
- Actively participates in SF Foundation meetings to present and
promote upcoming events and to establish meaningful relationships
that build sponsorships and donor development.
- Hires, supervises, and evaluates vendors for each event
following the guidelines established by the college and the
foundation; negotiates contracts with event suppliers and
vendors.
- Responds to event related requests, complaints, and inquiries
from students, faculty, staff, service agencies, and the public in
a timely and professional manner.
- Complies with all published College Rules, procedures,
guidelines, and laws/regulations governing public employees,
including but not limited to those related to document retention
and destruction, FERPA, and confidentiality.
- Strictly honors the privacy, security, and confidentiality of
donor records and other sensitive information according to
appropriate state, federal, and college regulations, policies, and
procedures.
- Provides service excellence through courteous, informed,
accessible, and professional engagement.
- Performs other duties as assigned.
QUALIFICATIONS
Required: A bachelor’s degree in event management, marketing, hospitality, business management, organizational management, or a related field with two (2) years of work experience in areas of event management and organization, outreach activities, donor development, or a related field and/or a combination of related events management, outreach, and donor relations experience equal to six (6) years.
Additional Requirements: A criminal background check will be conducted. Applicants must have a valid Florida Class E Operator (driver’s) license and be authorized to drive for the college.
General Knowledge, Skills, and Abilities
- Ability to work successfully in a multi-cultural
environment.
- Adaptability to Change – able to be flexible and supportive,
able to positively and proactively assimilate change in rapid
growth environment.
- Analytical Aptitude & Problem Solving - able to analyze
information, problems, situations, practices and/or procedures,
collect and interpret data, reason logically, establish facts,
identify and define existing and potential issues, recognize the
interrelationships among elements, draw valid conclusions, develop
recommendations, as well as alternative courses of action, select
appropriate course, follow up, and evaluate.
- Communication – able to effectively communicate in a
professional, diplomatic, empathetic, and tactful manner using
preferred method and level as applicable to the job.
- Critical Thinking & Judgement - able to make well-reasoned,
sensible, and timely decisions based on careful, objective review
and informed analysis of available information, considerations, and
other factors.
- Customer Service – ability to respond promptly and courteously
to all questions from students and faculty, demonstrating patience
and persistence when helping students with little or no computer
skills.
- Ethics – able to demonstrate integrity, professionalism,
civility, and a high degree of ethics in all job-related
actions.
- Leadership – has demonstrated success as an entrepreneurial,
high energy, driven, hands-on leader. Possess expertise in
selecting, training, developing, coaching, mentoring, and retaining
a highly motivated workforce.
- Organization & Time Management – able to plan, schedule,
and organize tasks related to the job to achieve goals within or
ahead of established time frames.
- Problem Solving – proven skills in identifying issues,
determining their cause, developing creative solutions, and
following through with implementing resolutions.
- Relationship Management – able to personally provide high level
of interactive service to others, building relationships and
addressing identified needs.
- Results Orientation – proven ability to set and exceed
established targets.
- Systems & Software - proficient level of knowledge of
Microsoft Office and/or relevant position software programs.
- Detail Oriented - Proven accuracy and attention to
detail.
- Multi-task - Ability to expeditiously organize, coordinate,
manage, prioritize, and perform multiple tasks simultaneously to
swiftly assess a situation, determine a logical course of action,
and apply the appropriate response.
Santa Fe College (SF) is committed to maintaining a work and educational environment that embraces diversity and where no member of the college community is excluded from participation in, denied the benefits of, or subject to discrimination in any college program or activity based on: their race, ethnicity, national origin, color, religion, age, disability, sex, pregnancy status, gender identity, sexual orientation, marital status, genetic information, political opinions or affiliations, or veteran status. This commitment applies to employees, volunteers, students, and, to the extent possible, to third parties, applicants for admission, applicants for employment, and the general public. sfcollege.edu/eaeo
Inquiries regarding non-discrimination policies or concerns about discrimination or harassment, including concerns about sexual harassment or sexual violence under Title IX, should be directed to: equity.officer@sfcollege.edu
Santa Fe College reserves the right to extend deadlines and/or not to offer advertised positions. Preference will be given to eligible veterans and spouses of veterans.
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