Special Events Manager

employee and Alumni stewardship; and facilitating donor recognition events. Additionally, the Office for Advancement provides administrative support to the Foundation, which encourages and sustains long-term relationships with compassionate alumni, friends and businesses with generous hearts. SFs generous donors support the mission and vision of the college, and as such bring about tranSFormational change throughout our communities.

The Special Events Manager plans, organizes, and executes a variety of services, activities, events, and fundraising and awareness campaigns organized through the Office for Advancement. The Manager collaborates regularly with personnel from various departments to achieve objectives, collect and assess event outcome measures, monitor the daily activities associated with each event, and to ensure that each initiative meets the needs of the college and its stakeholders. The Manager uses creativity, acute attention to detail, and strong project management skills to ensure events are successful from the beginning to end. Given the nature of this work, the Manager will be required to travel, work at various locations, and work some weekends and evenings as required by event schedules.

Job Description

Responsibilities and Duties Include:

• Leads the planning and execution of internal and external events that inspire engagement, enhance the colleges visibility to the community, cultivate meaningful connections with donors, and foster a shared commitment to achieving the colleges mission.
• Designs, executes, and assesses high-profile events, including domestic and international donor development trips, alumni engagement events, workshops, and signature events like the Presidents Gala, Pillars of Service Convocation, as well as The Inspire Series events.
• Creates detailed event timelines and ensures timely completion of all designated tasks to deliver successful special events.
• Communicates and partners with event personnel, volunteers, and vendors to seamlessly coordinate event activities, managing the details from planning to post-event debrief.
• Collaborates with staff and faculty both in Advancement and collegewide for event preparation, such as the Safety and Risk Coordinator, the Presidents Office, and the Fine Arts Department, to create cost-effective, safe, and engaging events that showcase students talents and ensure seamless event execution.
• Oversees event logistics, including event venue reservations, facilities requests and work orders, equipment coordination, and communication with SFPD regarding building access, parking, and other event needs to ensure successful execution and an optimal attendee experience. *This requires staying on-site during the event.
• Advertises events on multiple channels and creates promotional materials in collaboration with the Marketing and Communications team that promote event awareness and opportunities to engage and participate.
• Manages event mailings, invitations, and staffing to ensure a streamlined planning process.
• Develops and maintains an approved event and hospitality budget in coordination with the Vice President for Advancement.
• Establishes monthly and annual goals to ensure events are delivered on time and within the set budget and evaluates event success against objectives set by the Vice President for Advancement.
• Prepares comprehensive statistical and annual reports, as well as written summaries of events for archival purposes, capturing the key aspects of each event including objectives, activities, outcomes, and participant feedback.
• Utilizes the preservation of reports and written summaries to enhance future events, support continuous improvement and strategic decision-making, and to ensure events maintain alignment with the colleges strategic plan.
• Maintains the events section of the Advancement donor database, tracking attendee information, sponsorship details, and other related information as directed by the Vice President for Advancement.
• Hires, supervises, and evaluates vendors for each event following the guidelines established by the college and the foundation; negotiates contracts with event suppliers and vendors.
• Responds to event related requests, complaints, and inquiries from students, faculty, staff, service agencies, and the public in a timely and professional manner.
• Keeps a record of operating procedures and may share position specific knowledge, including use of collegewide ERP and related system processes, by providing guidance on standard operations and established departmental procedures as needed.
• Provides service to the college through participation in events, committees, and other college activities.
• Complies with all published College Rules, procedures, guidelines, and laws/regulations governing public employees, including but not limited to those related to document retention and destruction, FERPA, and confidentiality.
• Strictly honors the privacy, security, and confidentiality of records and other sensitive information according to appropriate state, federal, and college regulations, policies, and procedures.
• Provides service excellence through courteous, informed, accessible, and professional engagement.
• Performs other duties as assigned.

Reports to: Vice President for Advancement and Chief Philanthropy Officer

QUALIFICATIONS

Required: A bachelors degree in event management, marketing, hospitality, business management, organizational management, or a related field with two (2) years of work experience in areas of event management and organization, outreach activities, donor development, or a related field and/or a combination of related events management, outreach, and donor relations experience equal to six (6) years.

Additional Requirements: A criminal background check will be conducted. Applicants must have a valid Florida Class E Operator (drivers) license and be authorized to drive for the college.

General Knowledge, Skills, and Abilities

• Ability to work successfully in a multi-cultural environment.
• Adaptability to Change – able to be flexible and supportive, able to positively and proactively assimilate change in rapid growth environment.
• Analytical Aptitude & Problem Solving - able to analyze information, problems, situations, practices and/or procedures, collect and interpret data, reason logically, establish facts, identify and define existing and potential issues, recognize the interrelationships among elements, draw valid conclusions, develop recommendations, as well as alternative courses of action, select appropriate course, follow up, and evaluate.
• Communication – able to effectively communicate in a professional, diplomatic, empathetic, and tactful manner using preferred method and level as applicable to the job.
• Critical Thinking & Judgement - able to make well-reasoned, sensible, and timely decisions based on careful, objective review and informed analysis of available information, considerations, and other factors.
• Customer Service – ability to respond promptly and courteously to all questions from students and faculty, demonstrating patience and persistence when helping students with little or no computer skills.
• Ethics – able to demonstrate integrity, professionalism, civility, and a high degree of ethics in all job-related actions.
• Leadership – has demonstrated success as an entrepreneurial, high energy, driven, hands-on leader. Possess expertise in selecting, training, developing, coaching, mentoring, and retaining a highly motivated workforce.
• Organization & Time Management – able to plan, schedule, and organize tasks related to the job to achieve goals within or ahead of established time frames.
• Problem Solving – proven skills in identifying issues, determining their cause, developing creative solutions, and following through with implementing resolutions.
• Relationship Management – able to personally provide high level of interactive service to others, building relationships and addressing identified needs.
• Results Orientation – proven ability to set and exceed established targets.
• Systems & Software - proficient level of knowledge of Microsoft Office and/or relevant position software programs.
• Detail Oriented - Proven accuracy and attention to detail.
• Multi-task - Ability to expeditiously organize, coordinate, manage, prioritize, and perform multiple tasks simultaneously to swiftly assess a situation, determine a logical course of action, and apply the appropriate response.

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement.

Santa Fe College (SF) is committed to maintaining a work and educational environment that embraces diversity and where no member of the college community is excluded from participation in, denied the benefits of, or subject to discrimination in any college program or activity based on: their race, ethnicity, national origin, color, religion, age, disability, sex, pregnancy status, gender identity, sexual orientation, marital status, genetic information, political opinions or affiliations, or veteran status. This commitment applies to employees, volunteers, students, and, to the extent possible, to third parties, applicants for admission, applicants for employment, and the general public. sfcollege.edu/eaeo

Inquiries regarding non-discrimination policies or concerns about discrimination or harassment, including concerns about sexual harassment or sexual violence under Title IX, should be directed to: equity.officer@sfcollege.edu

Santa Fe College reserves the right to extend deadlines and/or not to offer advertised positions. Preference will be given to eligible veterans and spouses of veterans.