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Director, University Events

Apply now Job no: 507732
Department: University Advancement
Work type: Management (MPP)
Location: Stanislaus - Turlock
Categories: MPP, Administrative, At-Will, Full Time

    • Position Summary
    • Full-time position available under the Management Personnel Plan (MPP) on or after March 1, 2022 for University Advancement.



      Under the general direction of the Associate Vice President for Advancement Operations, the Director of University Events is responsible for the leadership and management of all events managed by the Office of University Advancement at Stanislaus State University. The Director will utilize their background in facility utilization, budget planning, marketing strategies, contract administration and customer relations to provide managerial oversight for on and off campus events originating from University Advancement and the Office of the University President including stewardship events. The Director and team will serve as event experts moving various campus entities into virtual event environments. The Director will provide financial forecasting, developing multiyear plans and annual budgets, with the goal to produce revenue generating events. This position reviews, develops, and implements, policies and procedures to insure regulatory compliance to better serve the process of working with staff, donors, volunteers, vendors, and valued constituencies. The Director develops long and short-term goals and marketing strategies to further expand private financial support and advocacy for the University. The Director of University Events is a highly visible position that plays a direct role in developing new constituencies and stewarding established relationships.

    • Job Duties
    • Duties include but are not limited to:
      • Formulate and develop policies and procedures, within functional policy and organizational guidelines, to ensure events and processes meet regulatory compliance and serve the process of working with staff, donors, volunteers, vendors, and valued constituencies.
      • Manage highly complex events, including high visibility events involving influential or important friends or members of the campus community.
      • Administer all aspects of events for the Division of University Advancement and the Office of the President with primary authority to develop, implement and manage all aspects of such events whether on or off the University Campus.
      • Lead and direct planning committees comprised of cross-functional campus leaders, technical specialists and contracted vendors through highly coordinated project management plans.
      • Establish and monitor priorities and progress toward program goals.
      • Develop, implement and communicate a comprehensive project management plan for each event, formalizing the full range of tasks to be carried out to achieve a successful event.
      • Develop adequate planning and logistical support for major fundraisers and university events that are key to facilitating and nurturing philanthropy and/or that provide opportunity for significant and transformational partnerships.
      • Examine events, programming, and communication with a lens of diversity and inclusion for the audience, ensuring that the event welcomes guests from all backgrounds and is representative of various identities.
      • Demonstrate highly developed political acumen skills and social perceptiveness to successfully meet the needs of guests and ensure guest satisfaction for fundraising events. Skill in effectively providing donor stewardship.
      • Lead the University Advancement team through the process of creating standards for advancement and presidential events, ensuring quality control, positive guest experience, continuity with the University’s brand and image and cost effectiveness.
      • Ensure that advancement and presidential events strengthen the image of the University.
      • Initiate the development and implementation of strategic marketing plans and timelines including event concept design for all marketing collateral.
      • Initiate the development and implementation of data systems for all events including data pulls for mailing lists, as well as data entry standards for capturing invitees and attendees.
      • Represent the University while serving all segments of the community including, but not limited to: donors, potential donors, board members, volunteers, faculty, staff, students, and alumni.
      • Coordinate and oversee the coordination of the university facility scheduling and service provider scheduling (both university and off-campus) for all advancement & presidential events.
      • Ensure all sponsor recognition benefits are properly fulfilled.
      • Be present to manage all advancement or presidential events on event day.
      • Focus on developing the Events department, including volunteers, as a cohesive unit of accomplished and experienced event experts, adept at providing a myriad of services relative to all aspects of event development and execution.
      • Oversee large volunteer base, managing skillful volunteer identification, recruitment, training, supervision, evaluation and recognition.
      • Oversee part-time staff, managing skillful recruitment, training, supervision, evaluation and recognition.
      • Participate in planning sessions with the University Advancement development staff to ensure appropriate cultivation and stewardship activities are in place surrounding advancement and presidential events.
      • Initiate and lead all event planning meetings.
      • Initiate and lead all post event meetings to debrief, critique and collect input for future events.
      • Communicate messages of appreciation to all event participants post event.
      • Serve on various campus event committees to lend professional expertise and guidance with best-practices for: event operations protocol; attaining the overall objective of each event; effectively incorporating committees’ useful input into action plans; and leadership for staff and volunteer training.
      • Provide financial forecasting, developing multiyear plans and annual budgets, with the goal to produce revenue generating events to further expand private financial support for the University.
      • Develop marketing strategies to generate and expand revenues through event sponsorships, advertisement packages, direct mail appeals and ticket sales.
      • Develop and manage strategies to generate revenues and control expenses for fiscally responsible profit ratios.
      • Negotiate, write and administer contracts and service agreements with vendors.
      • Research business competition to establish pricing and develop marketing strategies and new ideas to grow revenue for the University.
      • Responsible to identify, cultivate, solicit and secure events sponsorships through individual, foundations and corporate donors.
      • Manage expense budgets always ensuring cost effective methods while maintaining elegance of the event. Ensure that all invoices and purchase requisitions are processed in accordance with reporting and timelines set forth by the Division.
      • Budget, track and control direct and indirect special event expenditure accounts to ensure proper accounting and to improve special event bottom-line profit margin, including fund-raising or in-kind gift negotiations for products and services.
      • Ensure systems are established and maintained for financial record of revenue and expenses.
      • Ensure systems are established and maintained for event data management.
      • Provide analysis and produce event budget for approval prior to event.
      • Provide analysis and produce event profit and loss summary post event.
      • Provide direction for revenue disbursement.
      • Participate in fundraising activities such as: identification of prospective donors; developing strategies for gift cultivation; and stewardship activities with current donors.
      • Exercise expertise to administer general oversight for special projects promoting donor cultivation, stewardship, recognition and benefit fulfillment – executing all aspects of planning, managing and facilitating implementation details.
      • Bi-weekly staff meetings.
      • Program and event planning sessions.
      • Budget planning.
      • Maintenance of historical records.
      • Participate in procedural updates.
      • Assist with Division of University Advancement events and activities.
      • Provide leadership and training to work study students and student assistants.
      • Other duties as assigned.
    • Minimum Qualifications
    • Education: A Bachelor’s degree from a four-year college or university in a related field of marketing and advertising, hotel management, events management, fund development programs or a combination of relevant entrepreneurial activities and project oversight related to event planning, customer service, quality management, organizational development and contract administration. Years of qualifying experience may be substituted for the required education on a year-for-year basis.

      Experience: Position requires a minimum of five (5) years of proven professional experience in event management, hotel or facilities management, managing fund development programs, multi-functional organizational management or business ownership. Proven experience in managing and generating revenues, controlling expenses, generating profits and fiscal responsibilities.

    • Preferred Qualifications

      • Five years demonstrated experience planning, organization and task execution of major fundraising events.
      • Demonstrated experience in managing multiple events and responsibilities simultaneously.
      • Related experience of working in a multi-unit facility location in higher education.
      • Highly developed political acumen skills and social perceptiveness to successfully meet the needs of guests and ensure guest satisfaction for fundraising events.
      • Skill in effectively providing donor stewardship.
      • Working knowledge of Raiser’s Edge.
      • Working knowledge of event management programs such as Almabase.
    • Knowledge, Skills, Abilities

      • Demonstrated strong communication skills, exceptional customer service and interpersonal skills necessary to establish and maintain cooperative relationships with those contacted in the course of work as well as high level volunteers, prospective partners, and donors.
      • Proven experience in managing events including contract administration, customer relations, advertising and marketing;
      • Prior experience in satisfying city, county, state and federal policies and ordinances pertaining to events management and related control issues;
      • Prior experience in working with law enforcement and public safety organizations relative to managing safety and health issues associated with use of facilities;
      • Management of the fiscal responsibilities of a revenue generating entity;
      • Proven experience in developing and negotiating contracts and service agreements with vendors.
      • Experience in recruiting, training, overseeing, developing and leading event staff and volunteers;
      • Ability to act as liaison with representatives from public and private entities;
      • Demonstrated ability to effectively identify, interpret, organize and present information and ideas in written and presentation form;
      • Maintain strong organizational and time management skills, affording the ability to work concurrently on multiple tasks.
      • Demonstrated ability to work and make sound decisions independently, exercise creative problem- solving skills and respond to sensitive matters and/or situations with discretion, tact, and confidentiality.
      • Ability and authority to adjust plans quickly and confidentially within an unpredictable environment when unforeseen circumstances, i.e. technology, weather and vendor challenges, arise.
      • Ability to identify and understand campus partner needs and priorities, proactively providing solutions to accelerate partner's ability to achieve results.
      • Identify and assess safety issues and prevent liability risk to the university;
      • Ability to represent the University to faculty, staff, alumni, board members, donors, volunteers, vendors and the community at large;
      • Proficient use of all Microsoft Office applications;
      • Possess a valid driver’s license
      • Ability to work evenings and weekends on occasion.
    • Special Conditions
    • CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at:
      https://calstate.policystat.com/policy/9779821/latest/
    • Compensation & Benefits
    • Commensurate with qualifications and experience.  As a member of the 23-campus CSU System, we offer an extremely competitive benefits package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year. Link to Benefits Summary: CSU Employee Benefit Summary  (Bargaining Unit: MPP)

    • How to Apply
    • To be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resumé. Applications are accepted electronically only.  Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration.  To apply online, please click the “Apply Now” button on this page.
    • Application Deadline
    • OPEN UNTIL FILLED; SCREENING TO BEGIN ON OR AFTER JANUARY 24, 2022 (Applications received after the screening date will be considered at the discretion of the university.)

    • Criminal Background Clearance Notice
    • Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) is required for employment.  CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.  Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

    • Additional Information
    • Campus & Area

      California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion – one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.

      Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West’s No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.

      Clery Act Disclosure

      Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the annual security report (ASR), is now available for viewing at https://www.csustan.edu/annual-campus-security-report. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Stanislaus State for the previous three years. A paper copy of the ASR is available upon request by contacting the office of the Clery Director located at One University Circle, Turlock, CA 95382.

      Equal Employment Opportunity

      The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, national origin, sex, sexual orientation, covered veteran status, or any other protected status. All qualified individuals are encouraged to apply.  The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083, revised 7/21/17, as a condition of employment.

      Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351.  California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD.  As a federal contractor, we are committed to attracting a diverse applicant pool.  Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at:  Voluntary Self-Identification of Disability PDF Form.

      CSU Stanislaus hires only individuals lawfully authorized to work in the United States.  In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

    •  
    • The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.

      INFORMATION CONTAINED IN THIS ANNOUNCEMENT MAY BE SUBJECT TO CHANGE WITHOUT NOTICE

       

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