Assistant Director, University Special Events
University of San Francisco
Reporting to the Director of University Special Events, the Assistant Director, University Special Events will consult on, design, manage, execute, staff and evaluate their own portfolio of university special events. These events will include, but are not limited to, alumni events, donor stewardship events and donor engagement events. The Assistant Director, University Special Events will ensure that all special events deliver a consistently excellent guest experience; all events overseen by the Assistant Director will further the goals of both the University and the Development division. USF special events are held on campus and in regional locations. The Assistant Director will support the growth and expansion of the development division at the University of San Francisco and help prepare the University for a comprehensive campaign.
The Assistant Director, University Special Events will manage a portfolio of University events furthering the University of San Franciscos fundraising and engagement objectives. The Assistant Director, Special Events will work in close collaboration with the Director of University Special Events, and will manage the Special Events program assistant, student interns and event volunteers. This position will also collaborate closely with the Alumni Engagement staff and other Development Division colleagues. The position will be responsible for securing event venues, managing the design and production of print and electronic invitations, managing contracts, on-site event logistics, selecting and managing on-site event staff and event volunteers.
The Assistant Director, University Special Events should possess:
Experience planning, managing, implementing and evaluating a variety of events for various constituencies
Exceptional project management skills
Demonstrated attention to detail including proven budget management and collateral proofing
Superior customer service skills, demonstrating excellent relationship management with internal and external colleagues and stakeholders, including University leadership and high-capacity donors and prospects
Exceptional communication skills demonstrated in the written and spoken form. A practice of proactively communicating event updates to event clients, other development colleagues and stakeholders and the Director of Special Events is a must
Poise, confidence and a calming demeanor
The ability to be assertive and in control when the situation calls for it
Ability to juggle multiple priorities and changing timelines
Experience working in Cvent, or other event registration systems, and a familiarity with calendaring software and project management tools.
The Assistant Director, University Special Events will:
Project manage the planning and execution of a portfolio of special events aimed at meeting client goals and expected outcomes, all while inspiring guests to develop a lasting relationship with USF, further strengthening the culture of giving among university friends and alumni
Proactively meet and/or communicate with all event clients to provide regular updates on event milestones, deadlines, challenges and progress
Manage all event invitations for their portfolio of events. In collaboration with the Office of Marketing Communications and the Development Communications department, the Assistant Director, University Special Events will ensure all save-the-dates, invitations and event email communications will incorporate USF messaging guidelines.
Initiate, evaluate and manage vendor relationships
Obtain competitive bids for event expenses in excess of $5,000
Design, implement and leverage event planning and management tools including the special events in-take form and post event evaluation process
Create, manage and reconcile individual event budgets that roll up to a variety of other budgets. Report to the Special Events PA V on all event expenditures to be tracked in the department budget
Maintain a strong partnership with Events Management and Guest Services, Bon Appetit, Public Safety and other University event partners
Participate in and/or lead event related committees and work groups
Perform other duties as assigned
Bachelors degree required. Advanced degree preferred
Minimum of five years of progressively responsible event planning experience in an academic or non-profit environment
Demonstrated ability to manage budgets independently
Proactive in anticipating the needs of guests, clients and vendors
Ability to manage, motivate and appreciate volunteers
Comfortable with change and shifting priorities
Team oriented with a strong habit of collaborating but also capable of working independently with limited supervision
Crisis management and problem solving skills
Ability to travel, work evenings and weekends
Must have a valid California Drivers License and access to a car (Zip Car and City car share are ok).
Additional Knowledge, Skills, and Abilities:
For information on how to apply, please visit the following link: www.usfjobs.com
The University of San Francisco is an equal opportunity institution of higher education. As a matter of policy, the University does not discriminate in employment, educational services and academic programs on the basis of an individuals race, color, religion, religious creed, ancestry, national origin, age (except minors), sex, gender identity, sexual orientation, marital status, medical condition (cancer-related and genetic-related) and disability, and the other bases prohibited by law. The University reasonably accommodates qualified individuals with disabilities under the law.