Position Title:
Director, University Event Planning
Position Type:
Regular
Salary Range:
$96,600 - $113,800, commensurate with experience
Pay Frequency:
Annual
Santa Clara University is a comprehensive Jesuit, Catholic university located in California's Silicon Valley, offering its 8,800 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus master's, Ph.D., and law degrees.
Ranked #1 among all master's universities in the West by U.S. News and World Report, Santa Clara University is California's oldest operating institution of higher-education. The University is focused on creating an academic community that educates citizens and leaders who will build a more just, humane, and sustainable world.
University Relations builds Santa Clara University's excellence and character by strengthening relations with alumni, parents, and friends of the University, raising public awareness, and increasing private philanthropy, which supports the University's growth and reputation. University Relations, comprised of the Development Office, Alumni Association, and Event Planning, build Santa Clara University's excellence and character by strengthening relations with alumni, parents, and friends of the University, raising public awareness, and increasing private philanthropy, which supports the University's growth and reputation.
The Event Planning office (EPO) is designated and recognized as the liaison between university departments producing events and the organizations necessary to support them. An active advocate for university event success, EPO promotes shared accountability through timely and thoughtful event practices and policies across campus. EPO establishes and promotes definitive standards to ensure that all events hosted by campus departments exhibit a level of quality appropriately showcasing Santa Clara University's excellence.
A. POSITION PURPOSE
The Director of Event Planning reports to the Assistant Vice President for University Event Planning (AVP) and is a key member of the Event Planning team to design, produce and manage successful events that extend the presidential standard of hospitality throughout the university that is appropriate to a Jesuit Catholic Institution. Partnering with the AVP and Event Planning team, the Director will provide strategic leadership in the creation, development, and execution of all aspects of events, including procurement and coordination of vendor services, negotiating contracts, and managing event budgets. Under the direction of the AVP, the Director will plan and manage the implementation of many of the university's major ceremonies and high-profile special events, including but not limited to Board of Trustee, Regent & Fellows events, Commencement, Golden Circle, University Christmas events and Convocation. The Director will work effectively, strategically and tactfully with a wide range of internal and external constituencies at SCU, such as but not limited to the University President, Vice President, Provost, Deans, Faculty, Alumni Association personnel, and University Relations personnel.
B. ESSENTIAL DUTIES AND RESPONSIBILITIES
Oversees the development, production and successful execution of high quality signature University-wide and division-specific events including, but not limited to, Commencement, Convocation, galas, intimate private dinners, groundbreakings, etc.
Review and evaluate event outcomes; assess impact and opportunities; monitor progress toward increased effectiveness, efficiency and accountability.
Serves as a talent manager for staffing, including volunteers, with event management and protocol and campus community to assemble the complement of staff and volunteers vital to the success of major events.
Full responsibility and accountability for high-profile events that provide important forums for interactions with high level University donors, community leaders, elected officials, and business leaders.
Function as a team player who serves as a collaborative, flexible and well organized leader with excellent interpersonal communication skills and possesses a strategic, customer service oriented mindset, and advanced project management skills.
Commitment to cultivate and develop inclusive and equitable working relationships with colleagues and constituents.
C. SPECIFIC RESPONSIBILITIES
1. Oversee and Manage University Events
Plan and lead University events and programs for constituencies including but not limited to donors, community partners, alumni, parents, students and campus departments (e.g. presidential luncheons and dinners with donors and other campus ceremonies, etc.). These specific events include but are not limited to Mass of the Holy Spirit, Feast of St. Ignatius, University Christmas and Holidays Party and the Scholarship Luncheon.
Leads, plans, and organizes all elements of university ceremonies and other special events.
Collaborates with university staff and partners to establish goals and objectives, timelines, work assignments, and budget for events.
Prepares detailed production timelines, task lists and day of event program sheets.
Provides technical diagrams such as floor plans and other production layouts as needed.
Coordinates multiple involved parties to ensure consistency and understanding by those involved.
Coordinates guest lists as well as arranging for timely briefing of Advancement leadership on expectations and participation levels.
Oversees and facilitates event briefing and coordination of speakers.
Serves as liaison to speakers, staff and volunteers.
Manages content for event registration websites.
Manages and staffs events including coordinating any additional staff and volunteers needed to produce the event, as well as coordinating staffing needs with University Relations and other departments and divisions.
Develops and manages event budgets. This includes tracking of vendor invoices and payments, as well as tracking revenue deposits and payments. Budgets are required to be followed and costs are to be contained within a predetermined budget.
Prepares post-event analysis to assess opportunities and make recommendations for improving events.
Facilitate the ongoing education of clients regarding university policies and procedures.
Responsible for the university tent installation policy.
Maintain familiarity with ADA compliance issues and resources available.
Maintain familiarity with risk management and liability pertaining to the execution of contracts.
Provide support for events managed by the University Event Planning Office as needed for one-off events: Board of Trustee, Regent and Fellows events, Commencement, Golden Circle, Inauguration, VIP lunches and dinners, VIP funerals, building groundbreakings, building dedications, University Relations events, Athletic Celebrations.
2. Board of Regents Liaison
Work with AVP of Constituent Relations to help plan, coordinate and execute three (3) on- campus Regent meetings and lunches per year.
Plan and implement high level boardroom meetings and elevated lunches with the Regents, SCU Cabinet and Deans, and University President.
Design and create electronic invitations to all events and track responses.
Manage all levels of audio visual needs, facility needs, room reservations and set ups, as well as overall production of events.
Help create, manage and produce the Regent Travel Program which consists of a trip every 2 years within the US to include Board of Regent members and key University constituents.
Coordinate with the General Counsel's Office on contracts pertaining to the Regent Travel Program to include - hotels, tour companies, etc.
3. Plan and Facilitate Meet the President Events
Plan and lead the ‘Meet the President' events across the country. Help execute and assist the SCU President as she creates and embraces SCU's bold path forward while engaging with SCU alumni, parents and friends across the country.
Coordinate with the General Counsel's Office on contracts pertaining to ‘Meet the President' events - hotels, tour companies, etc.
Track and correspond with attendees
Travel to ‘Meet the President' Events and manage all logistics leading up to the events including ‘day-of' support.
4. SCU Event Council Lead
Lead a collaborative meeting of event planner/schedulers on campus to set University event standards and define University protocols.
Provide advice, consultation, assistance and support for department wide policy planning, procedures and respond to issues and trends.
D. PROVIDES WORK DIRECTION
Provide leadership and direction to organize members of the University Event Planning Office as well as other supporting University staff.
Provides leadership and work direction to student staff. Recruit, train and evaluate student staff for event operations.
Foster a culture of excellent service and motivate the staff to excel in the delivery of quality service.
E. GENERAL GUIDELINES
Recommends initiatives and implements changes to improve quality and services.
Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.
Maintains contact with customers and solicits feedback for improved services.
Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
Researches and develops resources that create timely and efficient workflow.
Prepares progress reports; informs AVP of project status; and deviation from goals.
Ensures completeness, accuracy and timeliness of all operational functions.
Prepares and submits reports as requested and required.
Develops and implements guidelines to support the functions of the unit
F. Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. These items below are representative of knowledge, skill, abilities, education, and experience required or preferred. This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
G. Knowledge Qualifications
Candidates should have event experience, including facility and event management experience.
Understanding and ability to use scheduling software programs (Ad Astra) Demonstrated organizational and communication skills.
Demonstrated ability to manage multiple tasks and exercise sound judgment.
Demonstrated ability to cultivate collaborative relationships with both internal and external constituencies.
Commitment to customer service, both internal and external of the department.
Understanding and support of the Jesuit tradition of education and commitment to the fundamental values of service to others, community and diversity.
H. Skills and Abilities
Excellent communication skills required.
Demonstrated proficiency in Microsoft Office, Gmail, database management software, scheduling software, and Workday.
Strong verbal, writing, and research skills.
Demonstrated success executing sophisticated events for varying constituencies, including managing and planning and budgets.
Detail oriented person with a passion for accuracy and thoroughness with the ability to quickly understand and remember details about donors and projects.
Demonstrated sound judgment in situations requiring independent decision making and in handling confidential and sensitive material.
Excellent communication and phone skills required demonstrated by ability to manage multiple tasks and exercise sound judgment at all times.
Demonstrated ability to cultivate collaborative relationships with internal and external constituencies, maintaining professionalism at all times.
Must be willing to travel, work evening and weekend hours, and have a valid driver's license.
Education and Experience
Bachelor's degree required.
8-10 years of direct event planning experience preferably in a higher education environment.
Progressively responsible project management experience with extensive experience in high quality events.
I. PHYSICAL DEMANDS
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.
1. Considerable time is spent at a desk using a computer and phone.
2. Required to travel to outside constituent meetings or University events.
3. Required to travel to other buildings on the campus.
4. Meeting with external constituents at off-campus locations including other offices, restaurants, other private and public venues.
5. Travel required to support ‘Meet the President' events and the Regent Travel Program
J. WORK ENVIRONMENT
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
1. Typical office environment.
2. Mostly an indoor office environment.
3. Offices with equipment noise.
4. Offices with frequent interruptions.
EEO Statement
​ Equal Opportunity/Notice of Nondiscrimination
Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/
Title IX of the Education Amendments of 1972
Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Jenna Elliott, Interim Director of Equal Opportunity and Title IX, 408-551-3043, jrelliot@scu.edu , www.scu.edu/title-ix . Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).
Clery Notice of Availability
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
Americans with Disabilities Act
Santa Clara University affirms its' commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources , and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu .
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