General Information
| Job Description | EVENTS SPEC 3 | Working Title | Events Manager |
|---|---|---|---|
| Job Code | 006292 | Grade | 21 |
| Department Name | CNAS Deans Office Dept - D01040 | Department Head | Jennifer Farias |
| Supervisor | Joann Young | Effective Date |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems/issues of diverse scope and determines solutions. |
Custom Scope
| Uses skills as a seasoned, experienced professional, to provide comprehensive coordination and management oversight of moderately complex and/or medium-size events. |
Department Custom Scope
| The Events Manager for the College of Natural and Agricultural Sciences (CNAS) reports to the CNAS Assistant Dean of Communications and Strategic Initiatives, and works to plan and execute college- and campus-wide events in order to support the mission of the college. The responsibilities of this position include building upon the college's existing internal and external events as well as proactively identifying and planning new events that strategically engage with key constituents including but not limited to current and prospective students, donors, parents, industry partners, and alumni. In-person, virtual, or hybrid events include but are not limited to recruitment and engagement events, meetings, town halls, retreats, conferences, networking mixers, distinguished lectures, open houses, etc. The Events Manager will be responsible for collaborating with various college and university team members and units as well as leading efforts with vendors such as photographers, party suppliers, caterers, and graphic designers. The Events Manager may serve as a liaison with key stakeholders, representing the college with external partners, and will include support developing event-related marketing materials such as PowerPoint presentations, invitations, fliers, etc. The Events Manager will communicate directly with both internal and external clients to identify their needs for an event and participate with management in any necessary negotiations for their contract. The manager will coordinate event calendars with the UCR Police Dept, Campus Fire Marshal, and Environmental Health and Safety (EH&S) when needed. This position will work with minimal supervision and take initiative to organize and prioritize a heavy and diverse workload to meet stringent deadlines. The position holder has direct supervisory responsibilities over the performance of student staff. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| 4 - 7 years of related experience. | Required |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Plans, organizes, and identifies real and potential event locations and vendors.
|
25 |
Ensures smooth-running, effective events, including successfully recognizing and resolving potential and real problems in a timely manner using tact, sensitivity, discretion and political acumen.
|
25 |
Consults with clients on all details regarding events and event planning.
|
10 |
| Demonstrates good judgment in making decisions and managing events. | 10 |
Develops and implements event budgets.
|
10 |
| Determines and coordinates staffing needs. | 5 |
| Develops and coordinates guest lists. | 5 |
Contributes to and participates in long-range unit event planning.
|
5 |
Mentors and/or supervises volunteer or student corps; creates incentive and recognition programs for volunteer and/or student corps.
|
5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Ability to effectively work with invited guests, donors, government officials and university VIPs. | Required |
| Thorough knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization and production. | Required |
| Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions. Ability to complete large volume of diverse tasks efficiently, meeting established deadlines. | Required |
| Demonstrated organizational and project management skills to work successfully with clients to produce high quality events that meet client needs and appropriately represent the campus; that is, for fundraising events, skills to provide excellent donor stewardship. | Required |
| Skill in effectively meeting budget and time constraints. | Required |
| Proven ability to work on several tasks simultaneously. Skill at responding effectively to priorities and setting deadlines. | Required |
| Knowledge of principles and practices of volunteer recruitment, supervision, motivation and evaluation. | Required |
| Highly developed judgment, decision-making and problem recognition/avoidance/resolution skills, including skill in determining those issues/problems that need to be brought to management's attention. | Required |
| Ability to give clear directives and use independent, rational judgment to make optimal decisions. | Required |
| Highly developed interpersonal communication skills including political acumen and social perceptiveness. Excellent verbal and written communication skills to effectively communicate with diverse populations with competing priorities. | Required |
| Knowledge of crowd management, crowd safety protocols, security and emergency procedures related to small, medium and large scale gatherings. | Required |
| Knowledge and skill to set and monitor work standards and protocols. | Required |
| Thorough knowledge of the campus, its vision, mission, programs, policies, achievements and infrastructure. Knowledge of University policies and procedures relating to the use of University facilities; event management and presentation. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Shift Work (hours outside standard Mon-Fri 8AM-5PM work hours) | Required |
| Travel Outside of Normal Business Hours | Required |
| Travel | Required |
Other Special Requirements & Conditions
|
|
Level of Supervision Received
| General Supervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
|
Physical Requirements
|
Mental Requirements
|
Environmental Requirements
|
Critical Position
| Is Critical Position: Yes |