Located near Los Angeles, California, Pomona College is widely regarded as one of the nation's premier liberal arts colleges. Established in 1887, Pomona College is known for small classes, a challenging curriculum, close relationships between students and faculty, and a range of student research and leadership opportunities. Pomona is a member of The Claremont Colleges.
JOB PURPOSE :
The Associate Director, Campus Events, works with a cross-functional team committed to delivering high-quality events, conferences and programming to the College's internal and external audiences. The Associate Director, Campus Events, is responsible for the implementation of revenue- and non-revenue-generating programs that utilize College facilities in a manner that is consistent with the academic mission of the College, and for the smooth execution of large-scale College events. The Associate Director supervises the Event Coordinator and a team of student Conference Assistants with responsibilities throughout the year and oversees the activities of support service staff in the implementation of conferences and events.
ESSENTIAL FUNCTIONS :
Under the direction of the Director, College Events, the Associate Director, Campus Events works independently and collaboratively to perform the following essential duties and responsibilities :
Event Planning and Management – Supervise the implementation of internal and external events to ensure Pomona College's standards of excellence are met, including :
* Leading and supporting the cross-functional planning and implementation of institutional events such as Commencement, Class Day, Senior Dinner, Veteran's Day and others to ensure smooth execution while accomplishing event goals. This includes timely communication with campus partners to gather vision, budgets, etc. to ensure a smooth event execution, as well as the management of production timelines, staffing schedules and budgets.
* Serving as lead to contract and support campus events, including those booked by students, faculty, staff, and Claremont Schools partners. Identifying qualifications to provide event planning services beyond booking the event, to extend to rental order coordination, work order execution, staffing, etc.
* Managing the spectrum of internal and external communications activities linked to public and institutional events.
* Managing the institution's calendar EMS, including event request / space usage assessment to ensure the timely approval of EMS facility requests. Regularly evaluating policies / procedures to ensure a campus-wide understanding of space usage / priorities & policies.
* Leading event production to create timelines, staffing schedules, budgets, etc. to ensure a timely planning process to support multiple events.
Department Administration – Provide clear direction and oversight of all department activities to develop and achieve annual goals, including :
* Tracking and managing accounts and budgets for the campus events portion of the department; generating budget and profit / loss reports; managing and updating records (contracts, insurance, deposits, and payments).
* Ensuring a smooth process for campus partners from reservation request to contract through event execution and closeout. This includes timely execution and adherence to contracts, including the collection of insurance requirements, payments, etc. Timely invoicing / tracking of payments. Timely response to inquiries & availability to conduct meetings / walk throughs, etc. to ensure goals are met.
* Managing and developing staff and other resources; overseeing the student / staff hiring and training processes; monitoring and evaluating direct reports and student; ensuring adequate supplies and physical resources for staff Maintaining a collegial, and proactive work environment with internal and external clients.
* Evaluating and refining processes to increase efficiency and satisfaction.
* Oversight of the weekly Event Newsletter, including review of submissions and collaboration with Central Communications to ensure materials are prepared for publishing.
* Ensuring proofing, list-collection, and featured-events selections are done in a timely manner to meet weekly send deadline. Upkeep of Mailchimp to support this.
* Oversight of event website publishing, including review of submissions and collaboration with Central Communications to ensure materials are prepared for publishing. Ensuring events are approved & updated in a timely manner.
Client / Vendor Management – Develop and nurture relationships with both internal and external clients / renters, including :
* Serving as the entry-point for client / vendor inquiries as they relate to the event request.
* Managing the inquiry and reservation processes and setting meetings to discuss client / renter needs.
* Drafting contracts and fee schedules, generating client invoices and following-up with clients to assess satisfaction.
* Managing client expectations and outcomes and ensuring a high level of customer service to maximize satisfaction.
* Hire, process, personal paperwork for, and in some cases directly supervise one or more student employees. Must complete the bi-annual AB 1825 Sexual Harassment Prevention Training as required by the State of California.
* Coordinate special projects / tasks and provide assistance as assigned.
* Cross-train with each department within College Events (Signature Events and Special Events & Filming) to be able to support work during All Hands events and as colleagues are out sick / on PTO, etc.
QUALIFICATIONS :
* Education : High School Diploma or GED is required, or equivalent combination of education and experience. Bachelor's degree in Business Management or related area is preferred. A valid driver's license is required.
* Licenses / Certificates : A valid driver's license is required or equivalent means of reliable transportation to off-site meetings and events.
* Experience : A minimum of 5 years of experience in event management is required. Experience in hospitality management or at an academic institution is preferred.
REQUIRED KNOWLEDGE AND CRITICAL SKILLS :
* Possesses extensive skills in event planning and management, in collaboration with colleagues, to best promote the College's mission and goals. Able to manage both revenue and non-revenue goals and to use financial data to make sound decisions regarding short- and long-term planning.
* Demonstrated effectiveness and clarity of verbal and written communication. Excellent interpersonal communication and leadership skills to supervise, facilitate, motivate and inspire a diverse group of employees, student employees, parents, students, alumni, volunteers, community partners and stakeholders from a wide variety of backgrounds. Must handle all activities and highly confidential information with patience, discretion, tact and a keen eye for detail.
* Able to operate computers with basic Microsoft Office software (such as Word, Excel, Outlook), associated professional software and website content management. Demonstrated understanding of the use of technology in assessing and improving systems and processes to achieve annual goals and maintain confidentiality. Comfortable in an environment that relies on digital assets and data systems for completing daily tasks.
* Able to handle multiple tasks, meet deadlines, and work both independently and as a collaborative member of the College in support of the College's strategic vision and annual goals with a high standard of integrity and ethics.
* Must have exceptional organizational, customer service and time management skills to complete work with accuracy and attention to detail in a fast-paced, dynamic environment.
* Able to safely operate College's vehicles / golf carts for campus-related work.
* Able to lift and carry up to 25 lbs.
REQUIRED HOURS : The regular hours for this full-time position are 8 a.m. to 5 p.m., Monday – Friday. Weekend and evening work hours will be required. Travel may be required. Regular hours may vary due to needs of the College or division. Must be able to work long hours with a flexible schedule.
RATE :
The salary rate for this role is between $80,000 - $85,000 with a competitive benefits package. The specific factors that the College will consider when offering a salary to an individual will include, but not be limited to : education, training, relevant prior experience, and performance in prior roles.
ADA / OSHA : This job description defines the essential job duties of this position. The College expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).
DISCLAIMER : This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.
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