Events Manager

4 months ago

Charlottesville, United States Commonwealth of Virginia Full time
The College and Graduate School of Arts and Sciences (A&S) is accepting applications for an Event s Manager.

The incumbent will be a key member of the Marketing team within the Dean’s office , providing event planning and management.

The Event s Manager will be responsible for planning and executing events and meetings of all types and sizes for the Dean and the divisions , as well as large and/or high-profile events for A&S. They will serve as the go-to events expert in A&S and will support event planners throughout A&S with best practices and templates for high-quality events. This person should have a bias for action and structure, and also able to flexible as things change. Reporting to the Director of Marketing , the Event s Manager will collaborat e with Dean’s Office leadership, faculty and staff across grounds, and outside vendors.

Job Responsibilities include:
Directly plan and oversee events hosted by the Dean and other major events for A&S

Perform all aspects of event and meeting planning for the Dean’s Office, including programing (in consultation with leadership), event production, invitations and speaker memos, marketing events in partnership with the communications department, developing and monitoring a budget, confirming and managing venues and vendors, negotiating all financial commitments for events, ensuring delivery of services by outside vendors and preparing post event follow up memos and outreach.
Develop project plans and event budgets and manage them to goals.
Develop processes for scheduling and planning Pavilion II events, coordinating closely with colleagues at the College Foundation.
Anticipate recurring events, reviewing previous procedures, materials, and attendee trends, adjusting invitation lists, dates, and locations. Manage logistics for semi-annual and annual events with appropriate parties .
Manage audience invitation and reply processes from start to completion, including developing and maintaining invitation lists, compiling invitation materials, organizing response systems, and communicating with invitees via email, phone, or in person.

Build event planning capacity for A&S

Provide leadership to other A&S event planners by equipping them with tools, resources, and training to support high-quality events.
Conceptualize, document, implement, assess, and continually improve event management policies and procedures for A&S.
Establish, develop, and maintain relationships with University departments, vendors, and event management partners.
Advise on and resolve sensitive issues and requests, consulting leaders to resolve issues with staff or visitors.
Identify and implement solutions for event tracking systems for participant information, event registration, marketing, and attendee profile management. Train events staff in these systems.
Ensure procurement and purchasing procedures are followed and budgets are managed accordingly.

Anticipated hiring range: $7 0 K- $1 0 0K; pay is commensurate with experience

This is an exempt level, benefited position. This position will remain open until filled.

Minimum requirements for the Event s Manager are:

Bachelor's degree and at least 4 years of experience
An additional 4 years of experience may be considered in lieu of a degree

Preferred Qualifications

Demonstrated program and event management experience, including goal setting, budget development and proficiency in managing financial resources.
Excellent organizational skills, acute attention to detail, and the ability to adapt to a fast-paced environment with changing priorities.
A professional and positive demeanor in high pressure situations.
Demonstrated ability to deploy high-level judgement, discretion, and hold confidentiality.
Strong verbal and written communication skills and ability to build strong working relationships with a diverse group of individuals and organizations.
High commitment to customer service; ability to anticipate roadblocks, propose solutions, and solve problems.
Demonstrated ability to work independently and as part of a team.
Familiarity with UVA and Charlottesville-area event spaces, services, and vendors highly desirable.
Working knowledge of audio-visual systems and videoconferencing solutions.
Ability to maintain a flexible working schedule to include evenings and weekends.

Application Instructions

Please visit: and search for R0061607 . Internal applicants must apply through their UVA Workday profile by searching ‘Find Jobs.’ Complete an application online with the following documents:

Cover letter detailing your interest in the position and knowledge, skills, and abilities
Resume

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

References will be completed via UVA’s standardized process Skill Survey. A total of five references will be requested via SkillSurvey during the final phase of the interview process.

For questions about the application process, please c ontact Rhiannon O’Coin , Senior Recruiter

For more information about UVA and the Charlottesville community please see and .

Physical Demands
This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs. The ability to stand for long periods of time and lift/move equipment under 50 pounds is required .

The University of Virginia, i ncluding the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.

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