Manager of Special Events

Chapman University Careers • Irvine, CA

21d

About The Position

Under general supervision, the Manager of Special Events ensures the successful planning and execution of university events with special emphasis on University Advancement events and those involving the university president, provost and board of trustees/governors. The position conceptualizes, plans, implements and executes core university-based events and projects. Manages and leads 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.

Requirements

• Bachelor’s degree or equivalent education and experience
• A minimum of two years’ experience in planning and executing special events
• Experience using event management, venue reservation, ticketing, payment processing, and advancement systems (e.g., 25Live, AudienceView, TouchNet, Blackbaud CRM , or similar systems)
• Ability to plan, coordinate, and execute logistics for special events and meetings; including coordinating vendors, travel, facilities, event materials, and related support services.
• Proven ability to exercise sound judgment and independent decision-making to carry out duties in a timely manner
• Ability to prioritize, exercise initiative and work independently
• Proven ability to evaluate data, assess alternatives, and make decisions and/or recommendations as required
• Demonstrated ability to oversee and supervise volunteers, vendors, and committees
• Proficiency 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
• Skill to perform arithmetic calculations
• Ability to maintain calendars, schedule meetings, appointments and events
• Excellent interpersonal skills with a individuals from a variety of backgrounds and at all organizational levels, inside and outside the university
• Demonstrated effective written and oral communication skills
• Strong analytical and critical thinking skills to identify problems and anticipate the impact to office administration problems, providing solutions as needed.
• Ability to use tact and diplomacy and maintain a high level of confidentiality.
• Ability to learn and interpret policies and procedures.

Responsibilities

• Conceptualize, Design and Implement University Advancement Special Events
• Lead, plan, implement, and oversee logistics for assigned university events, ensuring successful delivery from concept through post event evaluation.
• Develop and utilize 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.)
• Review agreements and ensure that appropriate services are delivered.
• 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 Advancement Operations and Advancement Systems to maintain current donor information and gift records.
• Collaborate with SMC and 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.
• Track event progress and success and provide consistent updates and progress to the Special Events team.
• Collaborate with the Special Events team to ensure consistent quality in planning and alignment of work
• Student Ambassador Program
• Manage and lead all aspects of the Student Ambassador Program including, recruitment, selection, onboarding, training, recognition, events, and ongoing program administration.
• 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.
• Develop and maintain knowledge of programs and initiatives throughout the university to better educate the Ambassadors
• Supervise Ambassador Leadership Board to track and monitor roster and attendance, communication, including activities of Ambassadors to ensure they are meeting/exceeding participation requirements.
• 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 and provide operational support for all events and activities planned by the department.
• Be active in the campus community to advance the University wide initiatives.
• Maintain accurate donor records in university systems.
• Coordinate and secure all event space reservations and required support services through university venue reservation and services systems and various campus partners.
• Collaborate with ticketing team, Advancement Operation, IS&T, and other campus partners to set up event registration, ticketing, and payment processes using university ticketing and financial systems.
• Coordinate 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.
• In collaboration with Special Events Operations Specialist, ensure contracts, budgets and expenses are accurately accounted for and entered into the tracking system

What This Job Offers

• Job Type: Full-time
• Career Level: Manager