Primary Purpose:
Responsible for the planning, production and implementation of University events and identifying new ways to generate revenue through externally focused events. Develops, disseminates and oversees high level standards to be applied to University events; provides event planning consulting with units, departments and schools across all three campuses; provides training support for staff tasked with planning events.
Essential Functions:
Provides strategic event planning guidance including scheduling, planning and implementation of logistical/support services, security and catering functions for high level University-wide events across all three campus locations including, but not limited to Convocation, Commencement, Homecoming, as well as large scale Admissions events.
Oversees event scopes and designs, consults on layouts and cost efficiencies, provides custom layout drawings as needed for new and creative space utilization.
Strategizes new revenue streams for University facilities and spaces and assists with facilitating marketing for those events.
Coordinates with department, unit and institutional event sponsors/hosts for events requiring leadership level participation, fosters documentation of: the expected purpose and desired event outcomes; the nature and size expected of audience; the physical and logistical arrangements.
Responsible for supporting the planning and implementation of the Graduation and Commencement ceremony logistics on the Stockton campus. Provides advice and consulting to staff for San Francisco and Sacramento ceremonies as needed.
Works cooperatively with University event hosts and Marketing & Communications staff to support and promote high standards of event production, branding and achievement of institutional objectives.
Advises and consults with event sponsors and hosts for event production and management best practices, University and local regulations and safety matters.
Facilitates event scheduling and planning with Student Life scheduler, Admissions, Conference Services, Athletics and Facilities/Support Services as well as other Pacific departments/units to minimize event conflicts and ensure the University has the ability to support large events effectively and safely.
Assess and evaluates large University events and outside rentals/events to identify benefits and risks and makes recommendations regarding of their modification or continuance/discontinuance.
Prepares and reviews operational budgets for assigned events and shares responsibility for event execution within approved budgets.
Responsible for the planning and coordination of Incident Action Plans to ensure emergency preparedness at all events. Serve on committees and task forces where the outcomes may affect high level University events.
Negotiates with contractors, vendors and technical providers (both internal and external) for University-wide or event specific service arrangements and discounts.
Positive attitude, proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.
Cultivates professional relationships with community and University organizations in the development and execution of events. Supports efforts to develop, train and maintain a team of employees and/or volunteers who will plan and implement events at various levels, through Pacifics Special Event Resource Council (SERC) and other methods.
Responsible for maintaining knowledge of current equipment, software, technical production and event management best practices.
Responsible for using personal computer and computer software programs including MS Office Suite, email and calendaring systems.
Performs other related duties as assigned or requested.
Minimum Qualifications:
Bachelors Degree (Two (2) years of full time experience in the same/similar position is equal to one (1) year of completed post high school education coursework).
Five (5) years of corporate or institutional experience planning and implementing large events.
Preferred Qualifications:
Five (5) years of experience working with collegiate level academic ceremonies & events, especially Commencement ceremonies and multi-event Homecoming activities.
Ten (10) years of event production and management experience.
Professional certification in event planning field.
Experience drafting event focused emergency plans.
Demonstrated knowledge and proven success in directing the design of complex events.
Experience with project management.
Excellent organization, public relations, project and event management skills.
Experience in program coordination, conducting meetings and events.
Strong verbal communications and writing skills, demonstrated ability to write run of show schedules, event set-up and strike instructions.
Demonstrated experience working in a complex organizational structure.
Knowledge of academic ceremonies, order of precedence and forms of address.
Resourcefulness in finding appropriate solutions to problems and initiative in presenting alternatives and implementing solutions to ensure effective change.
Ability to anticipate problems and take necessary action to eliminate or mitigate potential negative effects.
Ability to be flexible in working independently as well as collaboratively with University Administrators, colleagues and external clients or partners to achieve defined goals for events.
Initiative to organize and follow through with complex tasks to meet deadlines.
Ability to direct the design of strategies for achieving event purpose/goals.
Ability to coordinate and motivate staff and volunteers.
Knowledge of diverse cultural etiquette traditions and ceremonies.
Ability to use specialized computer software programs at the level of sophistication required for event planning with computer aided drafting (CAD) tools and knowledge on how to create event layout diagrams.
Encompass traits of good judgment, confidentiality and discretion in communicating with colleagues and clients.
Negotiation and public relations skills.
Physical Requirements:
The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is frequently performed in typical office environment, including extended periods of sitting and repetitive hand/wrist motion while using computer keyboard and phone. Frequent work done remotely/at event sites requiring the use of laptops or mobile devices. Frequent bending, kneeling and reaching during events/set-up. This position frequently transports materials and equipment. May lift up to 40 lbs.
Work Environment/Work Week/Travel:
Work is frequently performed during standard business hours of 8AM - 5PM, Monday-Friday, and will also require alternate or extended hours for early morning or evening set-ups or take-downs for events and meetings on a regular basis. Extended work weeks with weekend work is required for at least 8 weekends per year with a possibility for additional weekend work based on external event rentals and University event needs. Occasional travel is expected to regional campus locations as well as for occasional training.
Valid drivers license required. Incumbent must also be able to meet the Universitys fleet rules and be eligible to drive for University business. The University and its insurance carrier reserves the right to exclude applicants based on their driving record.
Hiring Range: Commensurate with experience, exempt
Background Check Statement:
All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.
To apply, visit https://pacific.peopleadmin.com/postings/21838
University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.
jeid-c0dfa480ae326f43bccbd655ab2c1e88