"Assistant Director, Special Events"

Job Details

Assistant Director, Special Events

The purpose of this position is to collaborate with the Executive Director and Director with providing management, leadership, and guidance within the Office of Special Events. Coupled with the position holding autonomous responsibility for the strategic development, coordination, and facilitation of distinct events assigned particularly to the incumbent, the position advises and counsels other Event Managers within the department with event protocol, development, and facilitation from conception through implementation. Additionally, this position staffs the UGA President at events as well as leads committee meetings with units across campus. Performance of this position impacts relationships between UGA, event attendees, and UGA donors.

Special Instructions to Applicants

This position is structured as a permanent position within the Division of Development & Alumni Relations. We are unable to sponsor a work visa for this position.

Minimum Qualifications

Bachelor's degree in a related field or equivalent and 5 years of professional experience

Preferred Qualifications

• At least 8 years of experience in coordinating institutional, presidential, or high-level events.
• Progressively responsible experience working in a fast-paced environment.
• Exhibits behavior that supports the mission, vision, and values of the University of Georgia
• Working knowledge of UGA policies and procedures and/ or UGA Foundation policies and procedures a plus.

Knowledge, Skills, Abilities and/or Competencies

• Professional experience in an office setting
• People management skills
• Excellent oral and written communication skills and the ability to deal effectively and professionally with a variety of people at all levels of management within and external to a university environment
• Excellent organizational abilities and be able to work effectively in a fast-paced environment
• Ability to provide solutions
• Proficiency in Microsoft Word, Excel, and Outlook
• Proficiency in planning, organizing, and prioritizing multiple tasks
• Collaboration skills
• Demonstrates a commitment to outstanding customer service
• Communicates and employs interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct

Additional Division Expectations

• Through open, honest, and respectful communication, all staff, supervisors, and colleagues of the Division of Development & Alumni Relations are expected to interact with fairness, compassion, and decency. All employees will be held accountable for meeting the expectation of promoting a stable, productive, and healthy work environment.
• Adherence to CASE standards and commonly accepted industry standards relating to fundraising reporting are expected of all fundraisers. All fundraisers will be held accountable for meeting this expectation.

Physical Demands

• Travel in and out of state when necessary
• Work nights and weekends as events require
• Work in a standard office environment
• Sit and work at a computer workstation for extended periods of time
• Work using electronic mail, telephone, face-to-face discussions, paper form correspondence
• Communicate effectively in writing, speaking, and listening
• Organize and establish priorities; Remember detail; multi-task
• Lift and/or move up to 25-30 pounds
• Walk, stand, stoop, lift, kneel, climb
• Setup displays and decorations at remote locations

Duties/Responsibilities

(65%) Strategic development, coordination, and facilitation of distinct high level complex institutional events. This includes autonomy in making final decisions regarding budget, venues, vendors, programming, and all event logistics, including completing contracts. The position works with various university units and requires extreme attention to detail.

• Coordinate and facilitate events hosted by the President and other Senior Administration both locally and nationally.
• Conduct briefings with the President and other university officials.
• Staff the President at events on and off campus. This requires communicating with and taking direction from the President.
• Lead planning committees bringing together units from across campus.

(25%) Serve as part of the office leadership team.

• Train and advise Event Managers and administrative staff.
• Manage event timelines and templates used by entire unit for event production and schedules.
• In coordination with office leadership, manage the quality control of items produced by administrative staff, student staff, and vendors that represent events and the University.
• Manage operational and maintenance needs at the Wray-Nicholson House for presidential events.
• Create and maintain policies, procedures, and an operations and usage manual for the Wray-Nicholson House.
• Assist in communicating with the staff at Wray-Nicholson regarding operations, maintenance, and work schedule.

(10%)

• Collaborate with the Executive Director and other staff leadership on special projects that require complex and independent thinking.