University of California, Santa Cruz
Job Description
Division:
Unit Name:
Working Title:
Classification:
Positions Supervised:
Supervisor:
University Relations
Special Events Office
Director, Special Events Office
MSP Grade I
Events Coordinators and Senior Custodian (direct or indirect)
Vice Chancellor, University Relations Division
UNIVERSITY RELATIONS DIVISION
University Relations (UR) builds enduring relationships, resources, and understanding that
enable UC Santa Cruz to provide educational opportunities, create knowledge, and transform
lives. UR works closely with internal and external constituencies of the campus, including
trustees of the UC Santa Cruz Foundation, the Alumni Council, and other support groups of the
University. Comprised of Alumni Relations, Development, Government and Community
Relations, and Public Affairs, UR provides leadership, strategic planning, and central services in
the areas of alumni relations and outreach, fundraising, government and community relations,
news media relations, public events, publications (both electronic and print), and campus Web
development. In addition, UR provides support for the UC Santa Cruz Foundation, a separate
not-for-profit corporation in the state of California.
Overview
Under direction of the Vice Chancellor, University Relations (VCUR) the Special Events Office
Director will provide leadership and professional expertise in the planning and implementation of
Chancellor, Development, UCSC Foundation, and other ad hoc events and functions; will work
with the Chancellor, Vice Chancellor University Relations, University Relations staff, and other
members of the campus community to collaboratively plan high quality events and functions; will
help to identify and facilitate discussion and decisions about issues affecting events; and will
ensure that high standards, and Chancellor, UR division, and/or campuswide priorities are
reflected in the planning and presentation of events. The incumbent will interact with, and
events will serve, diverse and distinguished guests, including: faculty, staff, and students at UC
Santa Cruz and other institutions; UCSC Foundation Trustees; donors to the campus and the
University of California; visiting dignitaries; community members; etc. In addition, the Director
has oversight of cleaning, maintenance, and grounds work for University House, which serves as
both a location for selected events as well as the Chancellor’s residence.
65% EVENT PLANNING, PRODUCTION, AND MANAGEMENT
Event Planning and Analysis
Provide leadership, professional expertise, and direction in the planning and execution of high
quality events and functions, identify and facilitate discussion and decisions about issues
affecting events, and ensure that Chancellor, UR division, and/or campuswide priorities are
reflected in the planning and presentation of events. Examples include UCSC Foundation
meetings, lecture series, and dinners; high profile donor cultivation and fundraising events; VIP
campus tours; UC Regents meetings at UCSC; etc.
Director, Special Events Office
Rev June 2005
Plan collaboratively with principal officers, UR unit heads, Development and Foundation staff,
the Chancellor’s Calendar Committee, and others to create an annual calendar of special
events that maximizes potential impact and benefits in critical areas of donor stewardship and
recognition, government or community relations, alumni relations, etc. Ensure that Chancellor,
UR division and/or campuswide priorities are reflected in event planning and presentation.
Provide leadership and direction in the planning and execution of campuswide special events
for donor cultivation, stewardship, and recognition, and ensure that UC Santa Cruz continues to
be viewed as a worthy focus of charitable giving and other forms of support. Collaborate with
colleagues in Development in order to maximize potential and meet event goals and objectives.
Identify and participate in discussion and decision-making about strategies, opportunities,
potential conflicts, and other issues related to the successful production of events.
Develop and/or maintain highly professional standards and procedures for production of events
in keeping with the image and reputation of the University of California. Serve as central
campus resource for matters of university protocol (e.g., event format, image projection, and
etiquette to be observed).
Prepare pre- and post-event analysis, and assess opportunities and make recommendations for
improving service to internal and external constituencies, and implement those improvements
as appropriate.
Prepare year-end events report, providing analysis and recommendations for future actions and
improvements.
Event Production and Management
Provide leadership and direction in the execution of high quality events and ceremonies that
advance campus priorities related to alumni relations, fundraising, government and community
relations, and provide the platform for recognition of distinguished accomplishments or guests.
Serve as the representative of the Chancellor and/or VCUR in the execution of events for which
they are hosts, or when their involvement is expected; interface with other campus units to
manage events on their behalf.
Prior to all events, receive or make recommendations on program content and organization,
and prepare written briefings or procure them from appropriate sponsoring office.
Independently, or in concert with program sponsor, oversee event program development (e.g.,
recruit and/or facilitate coordination and briefing of speakers/presenters, develop program
agendas, determine order of speakers, etc.)
Provide leadership and direction in performance of the details of event production, with
emphasis on high standards for customer relations, attention to detail, protocol, and etiquette.
Ensure the appropriate tone, schedules, and appearance of all events-related invitations,
programs, and correspondence. Ensure implementation of events objectives in compliance with
University policies and procedures.
In partnership with key staff, develop and/or ensure utilization of standardized systems and
technology to automate elements of event planning, tracking, and production whenever
possible.
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Director, Special Events Office
Rev June 2005
Develop productive working relationships with campus and community resources, counterparts
on other UC campuses and at the Office of the President, and others.
(25%) UNIT MANAGEMENT
Human Resources
Effectively manage unit human resources by taking measures to:
- Recruit, hire, motivate, mentor, and retain a qualified and diverse workforce;
- Provide training, coaching, and counseling to ensure that employee performance
expectations are clearly communicated
- Ensure that performance is appraised on a regular basis and is objectively measured;
- Ensure appropriate job training for staff;
- Support employee career development opportunities;
- Provide a workplace free from any form of harassment, intimidation, or unlawful
discrimination, and which promotes mutually respectful and professional interactions;
- Establish and maintain unit programs and procedures to ensure compliance with the
campus Injury and Illness Prevention Program; maintain a work environment free from
recognized hazards.
Financial Management
Develop, control, and administer the annual Special Events Office and University House
operational budgets and ensure they are prudently managed. Develop and provide budgetary
analysis and reports.
Prepare, manage, and monitor event budgets, anticipating costs of production, technical, and
promotional needs. Clarify funding source for events not sponsored by University Relations.
Ensure detailed event financial information for fiscal control purposes.
Assume accountability for the accuracy and integrity of unit records.
Ensure compliance with University accounting, cashiering, audit and fiscal controls.
Establish and ensure maintenance of an internal controls system, which includes: separation of
duties, appropriate authorization and approval mechanisms, safekeeping of assets, and review
and reconciliation of records
10% UNIVERSITY HOUSE FACILITIES
Oversight of cleaning, maintenance, and grounds work at University House by Physical Plant.
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Director, Special Events Office
Rev June 2005
Oversight of conceptualizing, planning, and implementing maintenance and improvement
projects at University House, including work performed by vendors, contractors, architects,
interior designers, etc.
Oversight of purchasing of supplies and equipment, and maintenance of inventory for purpose of
materiel control.
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Director, Special Events Office
Rev June 2005
REQUIRED QUALIFICATIONS
Substantial and progressively responsible experience in, and knowledge of planning, production
and management of large, small, high profile, and less-formal events for diverse and
distinguished guests, with the ability to formulate creative ideas, and to analyze, evaluate, and
negotiate details reflective of a successful event
Demonstrated project management, time management, and organizational skills, with the ability
to manage details of multiple and complex projects within firm schedules, set priorities that
accurately reflect the relative importance of activities or job duties, and effectively carry out
event goals in a manner that enhances the image of the university
Experience and ability to apply management principles, practices and techniques to ensure the
effective administration of the unit, and to ensure that institutional goals are accomplished
Fiscal and budget management knowledge and experience, including:
- Ability to establish, implement, monitor, and analyze financial data and reporting systems
- Ability to prepare, manage, and monitor event budgets, anticipating costs of production,
technical, and promotional needs
- Ability to learn and understand University policies and procedures, campus financial and
acquisitions systems, and to adhere to internal control principles and systems
- Knowledge of audit compliance
Leadership skills to provide vision, motivation and guidance to faculty, staff, and volunteer leaders
Excellent communication skills sufficient to express ideas and agreements concisely and
persuasively, both orally and in writing, to a variety of constituencies
Demonstrated integrity, dependability, sound judgment, teambuilding and resourcefulness to
establish and maintain collaborative, positive, and effective working relationships with multiple
and diverse constituency groups
Knowledge of effective human resources management principles and practices, including:
- Skills sufficient to hire, train, provide direction, motivate, mentor, and evaluate staff
- Ability to evaluate training needs and identify, provide, or support a training and/or
professional development plan
- Commitment to achieving affirmative action goals and enhancing staff diversity
Knowledge of social and university procedures of protocol and etiquette
Computer skills with ability to use word processing and spreadsheet software, and knowledge
of desktop production and database systems
Ability to address complex issues utilizing a clear, thoughtful manner, and to come to resolution
quickly without jeopardizing the event or relationships with people involved
Ability to listen carefully to understand, respond, and problem-solve effectively to address
concerns and interests of campus constituents, guests, vendors, and others as needed
Ability to work independently with minimal supervision, as well as to serve as a key member of
the UR Executive Team
Licensed to drive in the State of California
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Director, Special Events Office
Rev June 2005
Note: Attendance required for evening and weekend events
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