Director of Special Events
San Jose State University
San José
hace 3 días

Director of Special Events

Job no : 515655

Work type : Management (MPP)

Location : San José

Categories : MPP, Administrative, At-Will, Full Time

Job Summary

The Director of Special Events is responsible for leading, motivating, and professionally developing a team of event professionals and oversees the production and execution of high-profile events including, but not limited to, Commencement, Homecoming, galas, groundbreakings, and president events.

The Director ensures consistent university branding standards and messaging to promote the University. This position ensures university protocols are satisfied prior to the start of events.

Additionally, this position helps to build the university’s capacity to create and execute quality events through consultations and trainings.

The Director of Special Events serves as a member of the Special Advisor’s leadership team and is responsible for providing strategic event planning guidance, coordinating the work of the Special Events team, conducting performance reviews, and ensuring department goals are met.

Key Responsibilities

  • In collaboration with the Special Advisor to the President, advises and strategizes on all events that are highly visible, advance campus wide initiatives, or those that help raise the visibility of the campus among donors and stakeholders, recognize major campus milestones and achievements
  • Collaborates with campus partners (e.g., Office of the President, University Advancement, Athletics) to plan and execute events and activities
  • Manages involvement of executive leadership, appropriate staff, and vendors in planning and implementing all university major events
  • Lead and direct planning cross-divisional planning committees to project manage and execute events (e.g., commencement and convocation)
  • Serve on various system wide and campus planning committees to provide professional expertise and guidance for campus partners and events
  • Develop, implement, and communicate project management plans for each event to all relevant campus partners
  • Develop policies and procedures to ensure events comply to regulatory compliance and university policies, while serving to meet the needs of staff, donors, volunteers, vendors, and other stakeholders
  • Examine event plans through a diversity, equity, and inclusion lens to ensure that all guests and stakeholders are able to fully participate and enjoy the event
  • Engages the University Marketing and Communications team to assure events signature events are appropriately marketed and serve as an extension of the university brand platform
  • Maintains key events on a 18-24 month horizon and brings stakeholders together to establish vision and outcomes
  • Ensures effective and timely follow-up for each event, including briefings, minutes, thank you letters, invoicing, and all other follow-up as appropriate
  • Assures preparation of and assists in the development of event briefings for VIP Guests and senior leaders
  • Works with other campus leaders to assure sufficient volunteer resources to support major events
  • Lead, motivate, and manage a team of professional and support staff, including recruitment, professional development, evaluation and retention
  • Supervises the daily activities of the Special Events team, assigns work and balances the load of work among the skills, abilities, and strengths of the team
  • Knowledge, Skills & Abilities

  • Knowledge of event planning fundamentals
  • Strong leadership skills
  • Ability to motivate and support a team through high stress and demanding periods
  • Organizational skills and knowledge in budget management
  • Demonstrated successful working with volunteers and / or boards comprised of prominent individuals of stature
  • Ability to determine relevant and digest and synthesize relevant information for stakeholders
  • Knowledge of and commitment to the use of information technology to support advancement programs
  • Ability to assess skill deficiencies for staff and create development plans to ensure staff can be successful
  • Ability to quickly respond and resolve problems
  • Ability to manage and motivate volunteers and to work closely with senior-level administrators
  • Ability to interpret technical procedures or regulations
  • Excellent customer service and public relation skills
  • Ability to lead meetings in an organized fashion
  • Ability to empower and motivate employees to reach to performance
  • Ability to define problems, collect data, establish facts, and draw valid conclusions and to interpret and extensive variety of technical instructions
  • Required Qualifications

  • Bachelor’s Degree from an accredited institution
  • Seven years of progressively responsible experience in an event or project management role
  • Experience managing complex projects and prioritizing the work of others
  • Experience in managing a team
  • Excellent written communication skills
  • Experience problem-solving both relational and logistical situations
  • Preferred Qualifications

  • Certified Special Events Professional (CESP), Certified Meeting Planner (CMP), or other event management certification
  • Experience with in an academic or other ceremonial environment
  • Experience leading cross-functional teams
  • Experience building rapport and trust with clients and campus partners
  • Compensation

    Classification : Administrator III

    Hiring Range : Commensurate with experience

    San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary .

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