Location: Wellesley Hills, MA Category: Full-Time Staff Posted On: Wed Jan 16 2019 Job Description:
As an integral member of the Marketing and Communications Department, the Manager of Special Events is responsible for the coordination and management of all of the College's internal and external events. Reporting to the Director of Marketing and Institutional Communications, the Manager of Special Events works collaboratively with various constituents within the College to plan and execute the College's events, such as Open House and Commencement, as well as manages room reservations and other support requests for day-to-day meetings and events. The Manager of Special Events manages a team of part-time event coordinators and manages the Special Events line item in the Marketing budget.
Key Responsibilities and Duties
Using the College's event booking system, schedule space for all College events including, but not limited to, Open House, Commencement, Alumni and Foundation events, day-to-day meetings, student groups, and other requests from both College faculty/staff and external clients;
Determine event logistics, including room reservations and set-up, AV equipment and technology support, catering, linens, and other details; collaborate with Information Technology, the Registrar's Office, Facilities, Dining Services, Public Safety, and other areas of the College to ensure smooth execution of all College events;
Participate in regular Campus Programming Meetings to facilitate planning and coordination of department events to eliminate scheduling conflicts and encourage cross-departmental collaboration;
Serve as primary contact for external clients; ensure clients adhere to their contract with the College as well as with all College policies and procedures including proper administrative coverage and public safety presence for campus events;
Coordinate with College faculty/staff, as well as with the Marketing team, to ensure the timely production of event materials, and the publicity of events through the website, social media, advertising, and/or other outreach;
Oversee all on-site logistics for College events; attend College events on evenings and weekends, as necessary;
Supervise and manage a small group of part-time event coordinators to support occasional weekend and evening events;
Work closely with the Director of Marketing and Institutional Communications to manage the Special Events line item in the Marketing and Communications budget;
Work closely with the Marketing and Events Coordinator to maintain the College's event booking system, identify necessary enhancements and make updates when needed;
Other duties as assigned by the Director of Marketing and Institutional Communications to support the Marketing team.
Associate degree with seven (7) years of experience; Bachelor's degree with five (5) years or experience preferred;
Five (5) years of related experience, including experience in a supervisory role;
Strong knowledge of event planning logistics, space management, audio/visual coordination, decoration, entertainment, signage, vendor and guest management, food, beverage, promotion, as well as event advertising and promotion;
Proven ability to successfully handle multiple projects simultaneously and meet critical deadlines; highly organized with the ability to adapt easily to changing priorities in a fast-paced environment; possess impeccable attention to detail and strong customer-service orientation;
Demonstrated ability to work collaboratively and effectively with various constituencies, exercise good judgment and diplomacy in dealing with clients, volunteers, faculty, staff, and students;
Familiarity with handling contracts and invoices, maintaining financial records and adhering to event budgets;
Must be able to lift and/or cart up to 30 pounds of events equipment and stand for long periods of time;
Proven communicator with solid writing and verbal communications skills;
Experience with 25Live or comparable event booking system strongly preferred;
Experience in a higher education setting is preferred.
Education: Associate degree with seven (7) years of related experience; Bachelor's degree with five (5) years of related experience preferred;
Salary Range: $50,000 - $60,000
Classification: Non-Unit Professional
Source of Funding: State Appropriation
Deadline: January 31, 2019, or thereafter until filled.
Massachusetts Bay Community College values and pursues diversity, and teaches the importance of inclusion and collaboration. We strongly encourage members of underrepresented communities to apply.
Massachusetts Bay Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran or military status, genetic information, gender identity, or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation, or sexual violence shall be referred to the College's for Affirmative Action and/or Title IX Coordinator (Lisa MacDonald, Director of Equity Compliance, firstname.lastname@example.org or (781) 239-3147), the Massachusetts Commission against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.
Hiring is contingent upon a successful CORI clearance.
MassBay Community College fosters educational excellence and student success, prepares students for local and global citizenship, anticipates and responds to the needs of surrounding communities, and contributes to evolving regional economic development.