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Events Specialist

Posting Details

Position Information

Job Title Events Specialist
Department Development
Full Time/Part Time Full-Time
Requisition Number S18202
Open Date 11/29/2017
Close Date
Salary Information

Salary Commensurate with Experience and Qualifications

Work Schedule

Monday through Friday, 8:30 a.m. to 5 p.m.

Benefits Eligible Yes
Eligible for Overtime No
Position Summary

Under the supervision of the Associate Director of Events, the Events Specialist is responsible for managing the planning and execution of assigned alumni, development and presidential events; contributing to the effort to develop customized event strategies and collaborating with other teams on special event projects such as regional events for alumni, development campaigns, stewardship events, and the like. The Events Specialist will manage a portfolio of events for the Development and Alumni Relations division that may include: presidential events, development events such as those for cultivation and stewardship efforts, and alumni-focused events such as Homecoming, Families Weekend, ARA laureates and regional engagement events.

Education Required Bachelor's Degree
Concentration / Degree Type
Substitution for Education Requirement

May substitute additional related experience, above and beyond what is required, on an equivalent year for year basis in lieu of the education requirement.

Education Preferred
Experience Required 3 years
Type of Experience

Experience planning and executing special events in a variety of sizes and budgets. Related professional experience working with diverse personalities, managing volunteers, and planning events in a non-profit or higher education environment.

Substitution for Experience Requirement

Education may not be substituted for the experience requirement

Experience Preferred

Professional experience in catering, restaurant, hotel management, or an institution of higher education or other non-profit organizations that includes experience in events or donor relations

License/Certification Required

Valid Texas Driver’s License (or ability to obtain within 30 days of employment) required with no more than three moving violations and / or at-fault accidents within the past 36 months and no convictions or deferred dispositions for Driving While Intoxicated (DWI) or Driving Under the Influence (DUI) within the past 5 years.

License/Certification Preferred
Skills Required

COMPUTER SKILLS
- Strong working knowledge of personal computers, including moderate-level mastery of all Microsoft Office modules with emphasis on Word, Excel, PowerPoint and Outlook;
- Strong internet, web and email skills;
- Strong database skills.

COMMUNICATION SKILLS
- Able to present him/herself professionally to all levels of internal and external constituents (donors, board/president, community leaders, team members, vendors) in person (meetings and events), phone and email;
- Demonstrate exceptional verbal and written communication skills, including the ability to summarize fully and concisely;
- Ability to speak before groups with ease;
- Able to handle sensitive and confidential information tactfully and appropriately.

ORGANIZATIONAL SKILLS
- Detail-oriented with a strong focus on accuracy;
- Strong skills in organization, time management, and ability to work with distractions and interruptions;
- Able to multi-task, prioritize tasks and work under pressure of deadlines, and work with a minimal of supervision;
- Have a mature attitude and be capable of making good judgment decisions under pressure.

PERSONAL TRAITS
- Project a service-oriented work style, with sensitivity to the needs and wishes of others;
- Able to build relationships, act strategically, and deliver results with high energy and integrity;
- Willing to take charge of assignments and follow through with minimal supervision;
- Able to work with a high energy level; possesses qualities of integrity, industry and curiosity;
- Able to manage last minute changes and/or problems that may occur at an event.

Skills Preferred

- Experience using alumni/development software;
- Experience editing web pages;
- Working knowledge of FileMaker, InDesign, Photoshop, Dreamweaver and similar programs.

Internal / External Contacts

INTERNAL: Extensive contact within the university at all levels including the President’s Office, house and staff, alumni, donors, and community leaders. Contact will be in person, in writing, and by telephone. Coordination with the President, Deans, faculty members, senior administrative staff, students, and Development and Alumni Relations staff will be required.

EXTERNAL: Will have frequent contact with prospective donors, alumni, Board Members, community leaders and vendors. Contact will be in person, with follow up by phone or in writing. Much of the detail for event arrangements may be conducted initially by telephone, with personal contact at the time of the event.

Physical Demands

Must be able to move event-related materials to and from event sites. Must be able to lift and carry 10 lb. (plus) boxes. Must be able to get around campus or event sites.

Working Conditions

May have long periods using the computer of up to 8 hours a day. Must have access to personal vehicle. Will work some evenings and weekends to accommodate the event schedule, and will assist with event setup for on- and off-campus events (including transporting favors, programs, and other special event-related items.). This position requires working during evenings and weekends as needed.

Security Sensitive Yes
Special Instructions to Applicants
Quick Link for Posting http://jobs.rice.edu/postings/12425

Job Duties

Job Duty Name EVENT PLANNING AND MANAGEMENT
Description of Job Duty

Manage the planning and execution of assigned events by:
- Collaborate with individual(s) commissioning the event to identify event objectives, brainstorm event concept and identify appropriate constituents.
- Work with the appropriate staff and volunteers to create the overall event strategy to maximize the division’s efforts for engaging alumni and other key stakeholders, as well as cultivating / stewarding donors. Strategies and timelines should be transparent and readily communicated.
- Creating invitation lists, considering protocol issues, designing invitations, preparing timelines/briefings/recap materials, selecting vendor and venues, developing and monitoring event budget, and identifying metrics for evaluating event success.
- Managing event by coordinating with venue and catering staff, coordinating the work of other staff or volunteers, interacting with attendees and managing any event problems.
- Collaborate with the communications team to develop and implement marketing, communication and design strategies for key alumni and campus events and programs.
- Working with support staff to make sure all event expenses are tagged properly for monthly reports.
- Evaluating event against metrics and identifying what elements of the event went well and document changes to be considered for the future.

Percentage of Time 70
Job Duty Name EVENT STRATEGY DEVELOPMENT
Description of Job Duty

- Collaborate with divisional colleagues on regional and programmatic strategies and the efficient use of events in achieving the goals for the specific regions and programs.
- Contribute to and stay current on event trends, institutional and organizational priorities. Help determine how these priorities are showcased in and implemented through department strategies and events.
- Work with Assistant Vice President, Campaign and Constituent Strategy, in preparing annual events budget and fundraising / engagement metrics.
- Evaluate, develop or update annual strategies (in collaboration with divisional colleagues) to enhance events and programs that communicate the division specific goals and messages; engage alumni, parents and friends; thank donors; and educate guests on new programs/initiatives.

Percentage of Time 30

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a bachelor's degree or higher or additional related experience, above and beyond what is required, on an equivalent year for year basis in lieu of the education requirement?
    • Yes
    • No
  2. * Do you have three years of experience planning and executing special events in a variety of sizes and budgets, and related professional experience working with diverse personalities, managing volunteers, and planning events in a non-profit or higher education environment?
    • Yes
    • No
  3. * Do you possess (or have ability to obtain within 30 days of hire) and maintain a valid Texas driver's license?
    • Yes
    • No
  4. * Have you had four or more moving violations and/or at fault accidents in the past three years?
    • Yes
    • No
  5. * Do you have any convictions or deferred dispositions for Driving While Intoxicated (DWI) or Driving Under the Influence (DUI) within the past five years?
    • Yes
    • No
  6. * Please provide the salary or range that you would require or consider for this position.

    (Open Ended Question)