Special Events Manager

Santa Fe College Employees•Gainesville, FL

About The Position

The Special Events Manager plans, organizes, and executes events, activities, services, and fundraising and awareness campaigns through Santa Fe College’s Office for Advancement. The role works with personnel across departments to meet event objectives, assess outcomes, monitor event activities, and address the needs of the college and its stakeholders. It requires creativity, attention to detail, and strong project management, as well as travel and work at various locations, including some evenings and weekends according to event schedules. The position leads internal and external events that support engagement, community visibility, donor relationships, and the college’s mission. Events include domestic and international donor development trips, alumni events, workshops, and signature events such as the President’s Gala, Pillars of Service Convocation, and The Inspire Series. The Manager oversees planning and execution from initial timelines and coordination through event delivery and post-event reporting, while maintaining budgets, logistics, promotional materials, vendor relationships, and event records. The Manager reports to the Vice President for Advancement and Chief Philanthropy Officer. Applicants must meet the stated education and experience requirements, have 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; alternatively, a combination of related event management, outreach, and donor relations experience totaling six years.
Valid Florida Class E Operator (driver’s) license.
Authorization to drive for the college.
Ability to work successfully in a multicultural environment.
Adaptability, flexibility, and a proactive approach to change in a rapid-growth environment.
Analytical, data interpretation, logical reasoning, problem-solving, and decision-making skills.
Professional, diplomatic, empathetic, and tactful communication skills.
Critical thinking and sound judgment.
Customer-service skills, including patience and persistence when assisting students with limited or no computer skills.
Integrity, professionalism, civility, and high ethical standards.
Leadership skills, including selecting, training, developing, coaching, mentoring, and retaining a motivated workforce.
Organization and time-management skills to plan and complete work within or ahead of deadlines.
Ability to identify issues, determine causes, develop creative solutions, and implement resolutions.
Relationship-management skills and ability to provide interactive service and address others’ needs.
Results orientation and ability to meet or exceed established targets.
Proficiency with Microsoft Office and/or relevant position software.
Accuracy and attention to detail.
Ability to organize, coordinate, manage, prioritize, and perform multiple tasks simultaneously.

Responsibilities

Lead planning and execution of internal and external events that inspire engagement, enhance the college’s community visibility, cultivate donor connections, and advance 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.
Create detailed event timelines and ensure designated tasks are completed on time.
Coordinate event activities with personnel, volunteers, and vendors from planning through post-event debriefs.
Collaborate with Advancement and collegewide staff, including the Safety and Risk Coordinator, President’s Office, and Fine Arts Department, to plan cost-effective, safe, engaging events.
Oversee event logistics, including venue reservations, facilities requests and work orders, equipment coordination, and communication with SFPD concerning building access, parking, and other event needs; remain on-site during events.
Advertise events through multiple channels and create promotional materials with Marketing and Communications.
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 and evaluate event 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.
Use reports and event summaries to improve future events, support strategic decision-making, and maintain alignment 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 event vendors; negotiate contracts with event suppliers and vendors in accordance with college and foundation guidelines.
Respond promptly and professionally to event-related requests, complaints, and inquiries from students, faculty, staff, service agencies, and the public.
Maintain operating procedures and, as needed, provide guidance on position-specific knowledge, collegewide ERP use, related system processes, and departmental procedures.
Serve the college by participating in events, committees, and other college activities.
Comply with college rules, procedures, guidelines, and laws and regulations governing public employees, 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.