Special Events Manager

Posting Details

Posting Details

Posting Number S10209P

Working Title Special Events Manager Department ENGR-Deans Office About the University of Georgia

Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education ( https: // www. uga.edu/). The proof is in our more than 235 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 1,800 full-time instructional faculty and more than 7,700 full- time staff. The University's enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.

About the College/Unit/Department

The College of Engineering at the University of Georgia is a community of visionary researchers, educators and learners embedded in a land-grant liberal arts university. Our overriding priorities are to:

Create a vibrant environment for learning, discovery, and innovation that relies on teamwork, leadership, and effective communication.

Reshape the impact of engineers for the 21st century by inspiring students to reach their full potential,

Create breakthroughs by excellence in education and research,

Pursue bold, collaborative research to identify and solve the challenges of our time.

These efforts are motivated by our resolve to help make a purposeful and rounded contribution to help bring about a more capable, responsible and resilient global society.

College/Unit/Department website https:// www. engineering.uga.edu/ Posting Type External Retirement Plan TRS or ORP Employment Type Employee Benefits Eligibility Benefits Eligible Full/Part time Full Time Work Schedule Additional Schedule Information

Typical 40-hour work week commitment. Some weekend and evening work entailed.

Advertised Salary $45,000-$50,000 based on experience Posting Date 04/05/2023 Open until filled Yes Closing Date Proposed Starting Date 07/01/2023 Special Instructions to Applicants

Please submit the following, along with your UGA Jobs application:

1. Resume/CV 2. A cover letter 3. A list of 3 professional references with contact information

Location of Vacancy Athens Area EEO Policy Statement

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR ([email protected]).

Position Information

Classification Title External Affairs Professional

FLSA Exempt FTE 1.00 Minimum Qualifications

Requires at least a baccalaureate degree in the field. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Preferred Qualifications

Candidates with experience coordinating/managing event logistics are especially encouraged to apply.

Position Summary

This full-time, exempt-level position is responsible for planning special events for the College of Engineering. This position interfaces with internal and external constituents to the University of Georgia. The successful incumbent will oversee in-person events, coordinate logistics, negotiate vendor contracts, and prepare/manage event budgets. This position will require the successful incumbent to exercise independent judgment and authority in building-out workflows, balancing multiple events, maintaining budgets, and managing tasks in an appropriate manner in accordance with multiple event deadlines. This position will report to the College of Engineering's Senior Director of Operations and Special Projects.

Knowledge, Skills, Abilities and/or Competencies

Demonstrated ability to manage multiple competing projects in an organized, efficient manner by prioritizing tasks to meet deadlines.

High level of professionalism with interpersonal skills to successfully work with diverse individuals and groups.

A commitment to diversity, equity, and inclusion initiatives.

Self-starter, takes initiative, and can work independently as well as in a team environment.

Proficient in Microsoft Office software.

Attention to detail.

Physical Demands

Lifting up to 50 pounds, climbing stairs, working outdoors, sitting for extended periods of time in an office or event location.

Driving (to off-site event locations).

Is driving a responsibility of this position? Yes Is this a Position of Trust? Yes Does this position have operation, access, or control of financial resources? Yes Does this position require a P-Card? No Is having a P-Card an essential function of this position? No Does this position have direct interaction or care of children under the age of 18 or direct patient care? No Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications) Yes Credit and P-Card policy

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.

Duties/Responsibilities

Duties/Responsibilities

Oversee Coordination of Special Events for the College of Engineering

Serving as the point of contact and securing vendors/venues for various college events including, but not limited to: Welcome Week, Fall & Spring Convocation, Celebration of Excellence, Capstone Design Showcase, Electric Mobility Summit, Alumni & Advisory Board meetings, DEI events, and the scholarship program luncheon. This position will be:

Working collaboratively with faculty and staff to coordinate event logistics, including discussing event goals and planning and developing programs/agendas, budgets, and services according to event requirements.

Fielding questions related to events, payments, and vendors.

Contracting, coordinating, and acting as point of contact for vendors and other participants, including negotiation contracts and submitting proper paperwork.

Managing guest lists, nametags, and RSVPs.

Coordinating with Communications Manager to properly and effectively advertise upcoming events.

Coordinating with other CENGR offices, such as IT, Communications, Development, the Business Office, etc., to maintain compliance with events as well as to ensure all event needs are met and properly staffed.

Reserving venues or rooms for events/meetings both on and off campus.

Organizing set-up and breakdown of each event.

Acting as day-of on-site coordinator of each event.

Maintain list of preferred food, location, & supply vendors for future events

Percentage of time 60 Duties/Responsibilities

Manage Event Registrations and Evaluations

Develop surveys in Qualtrics to collect registration information for each event as well as evaluations to gauge event impact.

Organize and track RSVPs and declines for all events via Qualtrics, keeping track of guest numbers while preparing for events.

Percentage of time 20 Duties/Responsibilities

Create Budgets for Events and Ensure All Operations Are Within Budget

Reviewing event bills for accuracy and approve payment.

Working with supervisor to determine event budgets and forecast future budget needs.

Organizing and maintaining budget via spreadsheets.

Tracking purchases and costs per event, keeping in mind set budget.

Submitting purchases and invoices in a timely manner per UGA policies and guidelines to appropriate Business Office personnel to ensure all balances are paid on time.

Meeting with Sr. Director of Operations and Special Projects to debrief on total cost of event.

Maintaining proper documentation and records per USG/UGA guidelines concerning event payments, invoices, and budgets.

Percentage of time 15 Duties/Responsibilities

Other Duties

Attending trainings, meetings, and other ad hoc events.

Supervise student worker.

Other duties as assigned.

Percentage of time 5

Contact Information

Recruitment Contact

Contact Details

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Recruitment Contact Name Kathryn Tiller Recruitment Contact Email [email protected] Recruitment Contact Phone 706-542-8839

Posting Specific Questions

Required fields are indicated with an asterisk ().

Applicant Documents

Required Documents

Resume/CV

Cover Letter

List of References with Contact Information

Optional Documents