Special Events Manager

Santa Fe College•Gainesville, FL

About The Position

The Special Events Manager plans, organizes, and executes services, activities, events, and fundraising and awareness campaigns through the Office for Advancement. The role works with personnel across departments to meet event objectives, assess outcomes, monitor event activities, and ensure initiatives serve the needs of the college and its stakeholders. The Manager uses creativity, attention to detail, and project management skills to manage events from planning through completion. Travel, work at various locations, and some weekend and evening work are required according to event schedules. The Office for Advancement coordinates philanthropic support, fundraising, giving, donor stewardship, recognition events, and administrative support for the Foundation. The Special Events Manager leads internal and external events that promote engagement, increase the college’s community visibility, cultivate donor relationships, and support the college’s mission. Events include donor development trips, alumni activities, workshops, and signature college events. The position reports to the Vice President for Advancement and Chief Philanthropy Officer. Applicants must hold a valid Florida Class E driver’s license and be authorized to drive for the college. A criminal background check will be conducted.

Requirements

Bachelor’s degree in event management, marketing, hospitality, business management, organizational management, or a related field, plus two years of work experience in event management and organization, outreach activities, donor development, or a related field; or a combination of related event management, outreach, and donor relations experience totaling six years.
Valid Florida Class E Operator (driver’s) license and authorization to drive for the college.
Ability to work successfully in a multicultural environment.
Adaptability and flexibility in a rapid-growth environment.
Analytical aptitude and problem-solving ability, including collecting and interpreting data, identifying issues, drawing conclusions, and developing and evaluating solutions.
Professional, diplomatic, empathetic, and tactful communication skills.
Sound critical thinking and judgment in making timely decisions based on objective review and analysis.
Customer-service skills, including prompt, courteous responses to students and faculty and patience in assisting people with limited computer skills.
Integrity, professionalism, civility, and high ethical standards.
Leadership ability, including selecting, training, developing, coaching, mentoring, and retaining a motivated workforce.
Organization and time-management skills to plan and prioritize work and meet established deadlines.
Ability to identify problems, determine causes, develop solutions, and follow through on resolutions.
Relationship-management skills and ability to provide high-quality interactive service.
Results orientation and ability to meet and exceed targets.
Proficiency in Microsoft Office and/or relevant position software programs.
Accuracy and attention to detail.
Ability to organize, coordinate, manage, prioritize, and perform multiple tasks simultaneously.
Willingness and ability to travel, work at various locations, and work some weekends and evenings as event schedules require.
Successful completion of a criminal background check.

Responsibilities

Lead the planning and execution of internal and external events that inspire engagement, enhance the college’s visibility, cultivate donor connections, and support the college’s mission.
Design, execute, and assess high-profile events, including domestic and international donor development trips, alumni engagement events, workshops, the President’s Gala, Pillars of Service Convocation, and The Inspire Series events.
Create detailed event timelines and ensure designated tasks are completed on time.
Coordinate event activities with event personnel, volunteers, and vendors from planning through post-event debrief.
Collaborate with Advancement and collegewide staff and faculty, including the Safety and Risk Coordinator, the President’s Office, and the Fine Arts Department, to plan cost-effective, safe, engaging events.
Manage event logistics, including venue reservations, facilities requests and work orders, equipment coordination, and communications with SFPD about building access, parking, and other event needs; remain on-site during events.
Advertise events through multiple channels and develop promotional materials with the Marketing and Communications team.
Manage event mailings, invitations, and staffing.
Develop and maintain an approved event and hospitality budget in coordination with the Vice President for Advancement.
Establish monthly and annual goals, deliver events on time and within budget, and evaluate success against objectives set by the Vice President for Advancement.
Prepare statistical and annual reports and written event summaries for archival purposes, documenting objectives, activities, outcomes, and participant feedback.
Maintain reports and summaries to improve future events, support continuous improvement and strategic decisions, and align events with the college’s strategic plan.
Maintain the events section of the Advancement donor database, tracking attendee information, sponsorship details, and related information as directed by the Vice President for Advancement.
Hire, supervise, and evaluate vendors in accordance with college and foundation guidelines; negotiate contracts with suppliers and vendors.
Respond promptly and professionally to event-related requests, complaints, and inquiries from students, faculty, staff, service agencies, and the public.
Maintain operating procedure records and provide guidance on standard operations and departmental procedures, including collegewide ERP and related system processes, as needed.
Serve the college through participation in events, committees, and other college activities.
Comply with college rules, procedures, guidelines, and applicable laws and regulations, including document retention and destruction, FERPA, and confidentiality requirements.
Protect the privacy, security, and confidentiality of records and sensitive information in accordance with applicable regulations, policies, and procedures.
Provide courteous, informed, accessible, and professional service.
Perform other duties as assigned.