Manager of Special Events

Bulletin number: 2013-027SM

Opened: 6/4/2013

Review of Applications begins: 6/28/2013
This posting may close at any time after review of applications begins. The hiring authority reserves the right and may exercise the option to make a hiring decision at any time after the review date.

The Evergreen State College is committed to prohibiting discrimination and to building a diverse faculty and staff. We strongly encourage qualified persons of all races, ethnicities, and sexual orientations, people with disabilities, persons over forty, women, Vietnam Era and disabled veterans to apply.

SPECIAL NOTE
There is currently one full-time overtime-exempt Manager of Special Events position available on the Olympia Campus of The Evergreen State College. This position is an “at-will” appointment, exempt from Washington State Civil Service rules and the Fair Labor Standards Act overtime requirements.

COLLEGE PROFILE
The Evergreen State College is a progressive, public liberal arts and sciences college located in Olympia, Washington, in the beautiful Pacific Northwest. Since opening its doors in 1971, Evergreen has established a national reputation for leadership in developing innovative interdisciplinary, collaborative and team-taught academic programs. The college has a vibrant undergraduate program, graduate programs, and public service centers that constitute a unique academic setting. The college values a student-centered learning environment, a link between theory and practice, and a multicultural community of diverse faculty, students and staff working together. Current enrollment is approximately 4,500. For more information about Evergreen, please visit our college catalog or our website: http://www.evergreen.edu.

COMPENSATION

• Salary is $3,891 to $4,475 per month of full time work.
• Experience and training may be considered in salary placement.
• A full state benefits package which includes: paid sick and vacation leave; paid campus holidays; a generous medical, dental, life and disability insurance package for employees and dependents; retirement; deferred compensation and optional supplemental retirement accounts.  For more information about Evergreen's excellent employee benefits, please view http://www.evergreen.edu/payroll/employeebenefits.htm.
• Exempt employees that work more than 0.5 FTE will become eligible for the tuition waiver program.

POSITION PURPOSE
The Manager of Special Events is responsible for successfully planning and managing special events that advance the mission of the institution, increase external support for college programs, and ensure quality representation of the President and the college.  This position works collaboratively with senior leaders in the President’s Office and College Advancement to develop a calendar of events to meet these purposes and takes primary responsibility for coordination and implementation of the events program.

MINIMUM QUALIFICATIONS
Three years of donor relations, public relations, events management or related experience.

DESIRED QUALIFICATIONS
Bachelor’s degree.

ESSENTIAL FUNCTIONS

• Plan and manage events on and off campus.  Attendance may range from six to 600, and serve a wide variety of audiences and purposes. Events will include, but are not be limited to annual fundraising events, alumni engagement events, campus events, receptions, dinners and lectures, and dinners at the President’s private residence and other locations. 
• Arrange and coordinate support services and materials needed for special events, including printed materials, audio visual services, catering, beverage service, decorations, parking, security, entertainment, public speaking, media coverage and mailings, interacting with a multitude of vendors, organizations and individuals on and off campus. 
• Receive bids and negotiate contracts with vendors for services and costs, ensuring compliance with Purchasing Office rules and guidelines.  Ensure that vendors comply with the provisions of the contract. 
• Coordinate arrangements for special event programs and agendas, including speakers and special guests.
• Research, develop and present event proposals, invitations, signs and program copy.
• Coordinate the preparation of guest lists, invitations, and responses, ensuring the accuracy of all material, and handling last minute changes with tact and courtesy, ensuring the smooth coordination and execution of all activities.
• Coordinate the analysis of costs, producing a successful event within the specified budget.
• Coordinate the preparation of budgets and financial documents, reconciliation of expenditures, and following up on billing problems. 
• Develop and maintain a comprehensive checklist of procedures, services and tasks associated with planning and conducting special events, and following up the checklist for completion.
• Track and report on event participation using the college database (Banner) or similar systems.
• Maintain careful records of all events.
• Supervise events on site, including identifying, training, and leading event staff, student workers and volunteers.
• Work closely with the President and other members of the President’s family to maximize the effectiveness of events held in their private residence and minimize the intrusion on their personal lives. Maintain confidentiality from this and other private or sensitive settings.
• Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to plan events and to think strategically about the relationship of college constituents and event programming.
• Effective leadership, communication, interpersonal and organizational skills. 
• Ability to successfully manage multiple and complex events in a calm manner within competing priorities and based on a variety of constituent needs.
• Ability to address and resolve matters diplomatically.
• Knowledge of protocol in practice, appearance and behavior for a variety of constituent groups.
• Knowledge and understanding of effective cultivation, stewardship and marketing techniques.
• Ability to identify and coordinate all aspects of a special event including coordinating logistics and resources.
• Ability to negotiate contracts and establish effective professional relationships with vendors, individuals and groups from on and off campus.
• Ability to successfully coordinate last minute changes with tact and courtesy.
• Ability to work independently and collaboratively. 
• Ability to create and monitor individual event budgets.
• Knowledge and understanding of diverse academic communities, as well as diverse off-campus communities.
• Ability to maintain confidentiality of constituent information.
• Knowledge of database software or ability to learn new software quickly.
• Ability to work with word processing and spreadsheet applications, use e-mail, project management software and scheduling software, and appropriately access and use internet resources.
• The ability to work evenings and weekends, and travel as necessary.

CONDITIONS OF EMPLOYMENT

• Must provide proof of identity and employment eligibility within three days of beginning work.
• May be required to submit to a preemployment background check.