General Information
| Payroll Title | PUBLIC EVENTS MANAGER, SR | Title Code | 006312 | Grade/Step | 08 | Working Title | Assistant Director, Event Management & Protocol |
|---|---|---|---|---|---|---|---|
| Department Name | VCUA University Events | Supervisor | Viero, Diane L | Department Head | Jorge E Ancona |
Special Requirements and Conditions
| Critical Position |
| Valid Driver License |
| Travel |
| Travel Outside of Normal Business Hours |
| Other (provide description - max. 300 characters) |
| Other (description) |
|---|
| Must be able to travel and to work evenings and weekends. |
Level of Supervision Received
| General Direction |
Items Used
| General Office Equipment |
Position Purpose
| The Assistant Director of Event Management and Protocol is responsible for planning, coordinating, and producing public ceremonies and special events to promote the campus; promote positive media attention and enhance the University's reputation among students, faculty, donors, and the general public; aid in meeting the University's goals in the recruitment of top students and faculty; develop events of the quality consistent with the University's stature as a nationally-recognized research University; create, plan and execute events designed to assist the University meet its development goals. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Special Event Production | 65 |
| Plan and implement high-profile major events, campus milestone celebrations, and special recognition events such as the Chancellor's Dinner, Homecoming, groundbreaking ceremonies, and building dedications. Advise and assist campus departments with the planning and implementation of major events, conferences or programs. Assist the Executive Coordinator to the Chancellor for Residence Management and Events as needed in the development and implementation of events held at the Chancellor's Residence. |
|
| Public Ceremonies Production | 35 |
| Plan, coordinate, and implement public ceremonies for the Riverside campus including Commencement, New Student Convocation, and inaugurations Specific responsibilities include, but are not limited to: -Develop and maintain a quality standard for campus programs and protocol -Create and implement comprehensive planning and production schedule for events including: identification of goals and objectives, and development and implementation of event budget, marketing plan, production timeline, program storyboarding, and space design -Manage the development of event invitation lists -Design and write comprehensive cue books which incorporate participant speeches and stage movements for large special events and all public ceremonies -Coordinate staff from other departments who assist with the many ceremonies and special events -Work closely with the various campus service departments to guarantee appropriate responsiveness and follow-through for all events -Provide on-site coordination of events including logistics, staffing and program implementation -Exercise good judgment to resolve issues that may arise during the course of an event -Advise the director on cost reduction and production improvements for special events -Assist the director and assistant vice chancellor with special projects as requested -Responsible for attending meetings, managing event planning processes, and supervising office staff in the absence of the director -Responsible for maintaining and updating department and event web pages -Respond to all e-mail, telephone and social media communications in a timely manner -Other duties as assigned |
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Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Education and experience equivalent to a bachelor's degree. Four to six years of professional experience in developing and implementing special events for a large organization, preferably in an University setting. |
|
| 2 | |
| Demonstrated experience in establishing schedules and pursuing targeted objectives within budget limitations. |
|
| 3 | |
| Skill and ability to organize, plan, execute, and evaluate complex special events in diverse settings for varied audiences with various purposes, taking the event from conceptualization to realization. |
|
| 4 | |
| Ability to establish organizational plans/goals and to manage resources to accomplish them. |
|
| 5 | |
| Specialized knowledge of catering, facilities, aesthetic creativity and logistics to engage audience, technical knowledge, including sound, lighting, and projection systems. |
|
| 6 | |
| Demonstrated experience in generating creative and innovative ideas in the development of event planning and programming. |
|
| 7 | |
| Excellent interpersonal skills, including the ability to establish professional working relationships and interact effectively with diverse groups within the University and external communities. |
|
| 8 | |
| Demonstrated excellent verbal and written communication skills. |
|
| 9 | |
| Demonstrated skill in use of windows-environment software (Word, Excel, Access, PowerPoint), and knowledge of microcomputer-based programs for sophisticated event management. |
|
| 10 | |
| Ability to relate easily and effectively in a fast-paced environment with minimal supervision. Must be able to travel and to work evenings and weekends. |
|
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
|
Knowledge of alumni/donor databases, preferably Raiser's Edge. |
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| 2 | |
|
Web page design and maintenance experience. |
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| 3 | |
|
Knowledge of University/University Advancement organizational structure and policies and procedures. |
|
| Posted Position Purpose |
|---|
| The Assistant Director of Event Management and Protocol is responsible for planning, coordinating, and producing public ceremonies and special events to promote the campus; promote positive media attention and enhance the University's reputation among students, faculty, donors, and the general public; aid in meeting the University's goals in the recruitment of top students and faculty; develop events of the quality consistent with the University's stature as a nationally-recognized research University; create, plan and execute events designed to assist the University meet its development goals. Must be able to travel and to work evenings and weekends. As part of the selection process, candidates may be required to take one or more skill assessment tests.
The Office of Alumni & Constituent Relations serves to preserve and promote the relationships between UCR, its alumni, students and many external constituencies. Through its various services and programs, the office engages UCR's alumni, students and external constituencies in support of the university and its tradition of excellence. The office's general objectives are to: -Promote the interests of the University of California, Riverside and strengthen its base of support. -Encourage an ongoing commitment to UCR among its alumni, students, parents, emeriti faculty and staff retirees. -Ensure timely and effective communication between UCR and its alumni and external constituencies. -Encourage greater involvement in UCR's Alumni Association, Parents Association, Student Alumni Association, Emeriti Association and Retirees Association. -Provide services and programs to benefit alumni, students, parents and other constituencies.
University Advancement: (http://advancement.ucr.edu). Under the leadership of Vice Chancellor Peter A. Hayashida, the UC Riverside University Advancement team: Raises public awareness of UCR's excellence in research, teaching and service; Encourages, promotes, and secures public and private resources to support: Recruitment and retention of world-class faculty; High-quality education for the best and brightest students who are reflective of California's diverse population; Leading-edge facilities and equipment necessary for inquiry and the creation of knowledge for the 21st century and beyond.
About UCR: The University of California, Riverside (www.ucr.edu) is a doctoral research university, a living laboratory for groundbreaking exploration of issues critical to Inland Southern California, the state and communities around the world. Reflecting California's diverse culture, UCR's enrollment has exceeded 21,000 students. The campus opened a medical school in 2013 and has reached the heart of the Coachella Valley by way of the UCR Palm Desert Center. The campus has an annual statewide economic impact of more than $1 billion. UCR is the most diverse campus in the prestigious 10 campus UC system and it is the eighth most diverse university in the nation. Recently named a "Next Generation University", UCR has earned a national reputation for excellence in research, teaching and service. For the second consecutive year, UCR has been recognized by The Princeton Review as one of the top green colleges in North America and for (2013) the Washington Monthly magazine ranked the University of California, Riverside second among national universities in their ninth-annual College Ranking Survey. Measures of social mobility, including enrollment of low-income students, net price and having a better-than-predicted graduation rate, helped propel UCR to the No. 2 overall ranking with an overall score of 93.5 out of a possible 100 points. |
| Posted Minimum Requirements |
| -Education and experience equivalent to a bachelor's degree. Four to six years of professional experience in developing and implementing special events for a large organization, preferably in an University setting -Demonstrated experience in establishing schedules and pursuing targeted objectives within budget limitations. -Skill and ability to organize, plan, execute, and evaluate complex special events in diverse settings for varied audiences with various purposes, taking the event from conceptualization to realization. -Ability to establish organizational plans/goals and to manage resources to accomplish them. -Specialized knowledge of catering, facilities, aesthetic creativity and logistics to engage audience, technical knowledge, including sound, lighting, and projection systems. -Demonstrated experience in generating creative and innovative ideas in the development of event planning and programming. -Excellent interpersonal skills, including the ability to establish professional working relationships and interact effectively with diverse groups within the University and external communities -Demonstrated excellent verbal and written communication skills. -Demonstrated skill in use of windows-environment software (Word, Excel, Access, PowerPoint) and knowledge of microcomputer-based programs for sophisticated event management. -Ability to relate easily and effectively in a fast-paced environment with minimal supervision. Must be able to travel and to work evenings and weekends. |
| Posted Preferred Qualifications |
| -Knowledge of alumni/donor databases, preferably Raiser's Edge. -Web page design and maintenance experience -Knowledge of University/University Advancement organizational structure and policies and procedures |