Manager, Special Events

Manager, Special Events

Wayne State University is searching for an experiencedManager, Special Eventsat its Detroit campus location.

Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.

Essential functions (job duties):

Job Purpose

Manages the Special Events team. Responsible for assessing the viability of prospective events in compliance with university practices, policies and procedures. Serve as a resource to campus leadership, other university departments, and event organizers for event-related guidance and information. This position serves as a key role within Special Events; provide managerial review, ensure quality control, and support best practices for all university events. Also responsible for recommending and implementing improvements to ensure the highest standards are met for all university events. This position reports to the Senior Director, Special Events.

Essential Functions

(Essential functions are the primary duties/major job responsibilities that an employee must be able to perform, with or without reasonable accommodation. The essential functions are listed in order of importance.)

Manages the event staff in the development, planning and implementation of events for both on- and off-campus clients. Ensure compliance with university policies and procedures. Serve as the lead, with assistance from event specialists and supervisor, on high-profile, complex university events. Plans logistics and negotiates contract(s) for events, with respect to budgets, speakers, entertainment, transportation, facilities, technology, equipment, logistical requirements, printing, food and beverage, and other related issues. Delegate and distribute event assignments to staff. Evaluate the success of all events, identifying best practices and potential areas for improvement for future events. 35%

Identify and address operational issues in a timely manner. Review event documentation, vendor quotes, invoices and other event-related paperwork to ensure accuracy and timely processing. Provide oversight to accounting staff to ensure customer billings are prepared in a timely manner and payments are processed as billed.

20%

Develop and maintain partnerships with university departments and vendors, act as a resource to university stakeholders. Serve as liaison for campus-wide committees and organizations. Research pertinent university policies; recommend appropriate course of action; and ensure compliance. 20%

Supervise a diverse staff, effectively managing performance to meet individual and team initiatives; foster a collegial and highly productive work environment. Recruit, interview, hire, train, coach, evaluate, and discipline staff. Establish and communicate performance expectations in a manner that motivates and empowers staff to fulfill job duties. Encourage, support, and ensure employee participation in training and development programs. 15%

Mitigate potential legal or budgetary issues, or other complications that may jeopardize an event or client confidence. Provide guidance to staff on complex customer service issues. 5%

Network with outside professional groups and organizations to keep abreast of current industry trends and best practices related to special events. Special projects and other duties as assigned. 5%

WORK CONTEXT

This grid characterizes the position scope.

Job Reports to: Senior Director

Leadership Accountability: Implements operating plans

Supervisory Accountability: Supervises professionals and non-managers

Organizational Accountability: Manages department

Financial Accountability: Monitors expenditures

Customer Accountability: Interfaces with officials and executives

Freedom to Act: Subject to general input from supervisor

Unique duties:

Qualifications:

MINIMUM QUALIFICATIONS

Education Bachelor's degree

Bachelor's degree from an accredited college or university in Business Administration, marketing, hotel/hospitality management or related field or an equivalent combination of education and experience.

Detailed knowledge of event practices, industry standards and general industry principles.

Experience Experienced (minimum 2 years of job-related experience)

Minimum of three – four years' experience working in special events, hospitality industry, theater or live events. Planning and executing high profile events, preferred. Experience working with dignitary and VIP protocols. Working knowledge of industry standards for event management.

University experience preferred. Experience in a university or corporate environment, preferred.

Valid Michigan driver’s license required.

Knowledge, Skills and Abilities

ANALYTICAL AND PRESENTATION SKILLS: Ability to evaluate, interpret, and present complex information effectively in professionally prepared documents or presentations. Must possess a demonstrated attention to detail in order to achieve a high degree of accuracy.

COLLABORATION: Exhibits a willingness to partner with diverse units across the university with integrity and high character to reach unified goals. Possesses the ability to navigate difficult situations with grace and understanding while being respectful and accepting of individual differences.

COMMUNICATIONS SKILLS: Ability to communicate clearly, concisely and professionally both orally and in writing. Strong interpersonal skills are a must. Ability to work successfully with persons from diverse backgrounds.

DIVERSITY, EQUITY & INCLUSION: Demonstrates a commitment to diversity, equity and inclusion through continuous development, modeling inclusive behaviors and proactively managing implicit bias.

EDITING AND PROOFREADING SKILLS: Ability to accurately edit and proofread a variety of materials under tight deadlines.

LEARNING AGILITY: Independent and innovative self-starter who displays an ability to learn quickly and easily adapts to changing situations. Experience researching topics to gain knowledge and understanding when information gaps exist.

PLANNING AND ORGANIZATION: Ability to manage several projects simultaneously, prioritize and plan work activities while meeting respective deadlines. Strong organizational and time-management skills required. Maturity, sound judgment and ability to handle multiple tasks simultaneously in a deadline-oriented environment.

TEAMWORK: Ability to collaborate effectively with colleagues within the division and other units to gain full understanding of the project and desired outcome; ability to produce high quality and consistent results with assistance of team members; provide support to teammates when tackling complex projects.

TECHNICAL SKILLS: Proficient in the use of complex administrative systems software, preferrably in the higher education environment. Proficient with Microsoft Office suite, especially Word, Excel and Teams. Ability to understand and translate complex concepts into lay terms.

WRITING SKILLS: Ability to write comprehensive materials that are relevant to the event, with strong attention to detail, grammar and style rules.

Working Conditions

Adhere to confidentiality and data usage policy for the division.

Must be able to travel and manage events outside the local area and possibly out-of-state. Will need to work evenings and weekends to manage events. Ability to work a flexible schedule, including early mornings, late evenings and weekends, and to be available to work on short notice if required.

Preferred qualifications:

School/College/Division:

H86 - Development & Alumni Affairs

Primary department:

H8605-Development office

Employment type:

• Regular Employee

• Job type: Full Time

• Job category: Staff/Administrative

Funding/salary information:

• Compensation type: Annual Salary

• Hourly rate:

• Salary minimum: $58,000

• Salary hire maximum: $64,000

Working conditions:

Normal working conditions

Job openings:

• Number of openings: 1

• Reposted position: No

• Reposted reason: None (New Requisition)

• Prior posting/requisition number:

Background check requirements:

University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting work. If you are offered employment, the university will inform you if a background check is required.

Equal employment opportunity statement:

Wayne State University provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. The university encourages applications from women, people of color and other underrepresented people. Wayne State is an affirmative action/equal opportunity employer.

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