Sr Events Manager, College of Engineering

University of Delaware•Newark, DE

40d•Onsite

About The Position

Under the limited direction of the Sr. Advisor, the Sr Events Manager develops and manages the strategy, planning and execution of special events designed to showcase and elevate the mission of the College of Engineering(COE). The Sr Events Manager routinely represents the COE to and interacts with UD leadership, including the President and Provost; advisory board and Board of Trustees members; alumni and donors; government and corporate partners; and external and internal constituencies, including Development and Alumni Relations (DAR), Auxiliary Services, and Conference Services. The Sr Events Manager also serves as the primary event coordinator in support of Department and Center activities. This is a significant responsibility that requires the ability to work year-round with Dean-appointed committees; internal and external constituents; financial, fundraising and gifts-processing units; vendors, IT and communications professionals. The Sr Events Manager is responsible for ensuring COE events are strategic, well-executed, measured and communicated.

Requirements

Bachelor's degree and four years of special event planning experience, or equivalent combination of education and related experience.
Experience working in higher education or the non-profit sector.
Ability to strategically plan, produce, and market a variety of large public events.
Creative with the ability to translate concepts into event experiences that showcase and support key initiatives.
Ability to handle multiple tasks concurrently, and skill in organizing resources and establishing/adjusting priorities in a rapidly changing environment.
Excellent organizational skills with particular attention to detail.
Ability to work independently, anticipate issues, and proactively seek resolutions.
Excellent oral, written, interpersonal, and communication skills when working with faculty/staff, alumni, donors, community members, and University administration as well as people of all ages with diverse backgrounds.
Ability to assess contract compliance and product/service quality.
Skills in budget preparation and fiscal management.
Proficient with financial systems, web forms and Microsoft Excel.
Understanding of academic and University policies, as well as current and emerging University relations issues and trends.
Ability to supervise and train employees and volunteers, to include organizing, prioritizing, and scheduling work assignments and providing feedback.

Responsibilities

Develops and advances the mission, vision, and strategic objectives of the college by aligning event strategy with college goals.
Develops, communicates, and implements a tiered strategic events system to foster prioritization and effective and efficient event management. Leads pre- and post-event planning meetings with stakeholders to ensure goals are met.
Independently manages and leads complex planning which may include those for donors, alumni, VIPs, leadership, and prospective students. Ensures high-level strategic planning with measurable outcomes for all these events, which include major college events such as Alumni Weekend, Homecoming, etc. Events may be on the Newark, Dover or Georgetown campuses; elsewhere in Delaware and/or around the region or nation.
Assists in the implementation of an enrollment-related events strategy and enrollment event execution for both the College as a whole and for seven academic departments to best showcase our academic programs and offerings, resulting in increased enrollment to the College.
Serves as the on-site event manager ensuring all event elements and guest relations are fully executed as planned. Manages and resolves all issues with professionalism and promptness. Serves as event point person for all guests, especially VIPS, as well as vendors, public safety, and other key event personnel.
In consultation with and guidance from the SBO, ensure that events are planned and managed in a fiscally responsible manner.
Researches, identifies, and liaises with contractors, vendors, support services, faculty, and administrators with regards to all facets of the logistical operations support of multiple programs and events. Independently discerns best providers and practices to meet event goals.
Through outreach and proactive communication with COE leadership, develops an annual events plan to advance strategic initiatives and unit goals (e.g., increasing the number of student applications through effective event experiences).
Works collaboratively with DAR and other campus partners to identify, propose and plan strategic event opportunities to incorporate the Dean and other leadership in building and strengthening relationships with donors, prospects, alumni, and government partners.
Drives the creative development of event content and programming, including immersive experiences, aligned with identified strategic initiatives. Builds and sustains strong partnerships with COE faculty and staff and pursues ongoing awareness of initiatives to support this creative work.
Develops and implements practices, policies, and procedures consistent with those of the University relating to events and special projects to ensure a successful outcome.
Creates supporting documents and toolkits for best-practices event planning and serves as liaison with communications staff to publicize events. Trains staff, faculty, and students to ensure proper protocols are followed and event standards are met. Serves as the primary point person and resource for COE to ensure best practices for unit events.
Works closely with clients to build event budgets for review and approval; suggests cost-savings measures and works to reduce event waste and excess expenses. Manages all vendor payments; prepares line-item statement of expenses for the client; and reconciles all expenses in the Concur system.
Manages large conferences hosted by the COE Dean's Office and departments, including identifying venues, planning and executing all logistics, and serving as main point of contact related to all events items.
Works directly with Provost Office and COE staff in scheduling and utilization of FinTech space for COE events.
May supervise miscellaneous wage employees and student workers/interns serving as events support.
Complies with university policies, procedures, and best practices regarding protecting data and following UD data governance rules.
Performs other job-related duties as assigned.