Associate Director, University Events

Cal Poly Pomona•Pomona, CA

4d•$75,004 - $90,000•Hybrid

About The Position

The Division of University Advancement is responsible for enhancing private support and knowledge of the university through programs, events, and activities that engage alumni, friends, parents, corporations, and foundations. The division manages the Cal Poly Pomona Philanthropic Foundations and develops initiatives to foster relationships and encourage giving. The University Development team works to maintain connections with various constituencies and stakeholder groups to advance the university's mission. This role may involve remote work, with the understanding that physical presence on campus may be required on scheduled remote days based on institutional needs.

Requirements

Bachelor's Degree
Minimum of three (3) years of event management experience
Demonstrated success in strategic planning, management, and implementation of special events and project planning.
Successful proven experience and background in leading and directing staff members.
Experience in solicitation and negotiation of contracts.
Strong collaborative and interpersonal skills.
Excellent writing and communication skills.
Demonstrated ability and success in budget management.
Thorough knowledge of and ability to apply extensive expertise to complex programs and projects.
Ability to discern applicable underlying principles to conceive and develop strategic solutions and provide recommendations.
Ability to interpret and evaluate results and develop sound conclusions and recommend new or revised solutions, policies, or procedures.
Availability to work nights and weekends for various events throughout the year.

Nice To Haves

Successful proven experience and background in leading and directing staff members.
Experience in solicitation and negotiation of contracts.
The ability to demonstrate a constant professional attitude and demeanor, maintain integrity, and lead a seamless and smooth-running operation while balancing numerous commitments, obligations, and challenging deadlines in a fast-paced and stressful environment in order to fulfill the mission of the department to provide unparalleled support and service to the campus community, relative to events and special projects.
Experience in higher education, specifically with the CSU, in fundraising and donor recognition of events and major campus projects.

Responsibilities

Assist in the management and oversight of high-level campus events, providing support, guidance, and review for campus-wide and external events.
Serve as the primary liaison to each college, the President’s Office, and various divisions/departments for event strategies and recommendations.
Plan and execute high-profile university events including Commencement, Dean's Receptions, Fall Conference, Ground Breakings, Ribbon Cuttings, Resource Fair, Rose Float events, Campus Milestones, and events supporting the Office of the President.
Execute and manage details of University Advancement/Development events such as Presidential Circle Receptions, President Scholars Event, Founders Society Receptions, Philanthropic Foundation Meetings, and Presidential Donor Dinners.
Provide guidance and logistical support for campus events like Open House Events, Pumpkin Fest, Hotdog Caper, and Cultural and Identity Celebrations.
Provide guidance and logistical support for external events including Legislative Events/Visits and Trustee Visits.
Collaborate with external community and commercial stakeholders to generate revenue, support campus life, and establish partnerships through facility leases.
Oversee the execution of contracts, cost estimates, and license of facilities contracts.
Work with the License of Facilities specialist to maintain accurate SSOPs, contracts, and third-party rates.
Coordinate logistics with various campus departments (e.g., University Police, Environmental Health and Safety, Facilities, Parking) to ensure adherence to campus policies and compliance with state requirements.
In the absence of the Executive Director, manage and guide University Events staff, including balancing schedules, duties, budgets, and facility leases.
Maintain ongoing communication and information sharing with department staff, soliciting input and suggestions for improving support and service.
Establish and ensure staff follow practices, policies, and procedures for the Division of University Advancement and the university.
Assist with the management of the University Events Calendar and develop methods to streamline processes and reduce duplication of efforts.
Make recommendations for the maintenance of college and university-wide calendars through the Centralized Events department.
Develop and maintain ongoing communication and sharing of information with other University Advancement units, colleges, and throughout the university.
Develop a system to monitor and assess the department’s progress in accomplishing its goals and objectives.
Assist with state and philanthropic foundation budgets allocated to the Events and Special Projects department.
Serve as the event liaison to the Office of the President, scheduling, planning, and managing presidential events.
Support the department in a centralized events model to assist the campus in executing events that meet campus requirements and policies.
Participate in the events review group to ensure large-scale events are held safely and meet campus requirements (permits, insurance, safety protocols).
Work with staff to ensure event logistics are clear, well-planned, and calendared appropriately, utilizing university event management software and the alumni/donor database.
Utilize 25Live to assist with managing registration and overseeing the reservation process for events requiring on-campus space.
Approve campus venues in alignment with university time, place, and manner guidelines, safety standards, and established regulations.
Review and approve all outdoor space requests within 25Live.
Ensure accuracy of space requests and proper notification of campus support entities.
Manage the use of space for daily events and activities to ensure safety and adherence to guidelines.
Travel locally and nationally, as needed, to attend conferences, meetings, and seminars to learn about the latest trends and best practices in university funding.
Research successful fundraising efforts at other institutions to formulate and recommend practices for Cal Poly Pomona’s strategic plan.