Director, Special Events

The director of Special Events is responsible for managing a team of event professionals and provides strategic guidance to campus and external partners on opportunities to elevate the university’s profile in the community, create goodwill, and develop new supporters of the institution. This position oversees the production and execution of high-quality signature university wide and division-specific events including, but not limited to, Homecoming & Family Weekend, galas, groundbreakings, and intimate private dinners. Working with venues both on-campus and off, the director ensures consistent university branding standards and messaging reflects positively on USD’s image. This position oversees operating resources for the Office of Special Events and coordinates the contractual process with major event vendors and service providers to assure pre-approved university protocols are satisfied, discounts are realized, and, as appropriate, value-in-kind support received.

The director works closely with the associate vice president (AVP) of University Events and Partnerships to prioritize department goals and regularly reviews and analyzes event outcomes. This position promotes professional development for staff, conducts performance evaluations, and ensures goals are achieved. The director serves as advisor for and manager of the university’s student ambassador group, the Alcalá Club. In this capacity, the director is responsible for all aspects and oversight of the student interview process, annual programming/scheduling, resource management, and supervision of the Club’s teambuilding events and activities.

Duties and Responsibilities:

Strategic Planning and Event Management                                                           

• Key member of University Advancement advising and strategizing with the AVP for University Events and Partnerships on all matters related to highly visible, overarching campus events that advance USD’s objectives, particularly those that raise campus visibility, secure financial support from donors and friends of the university, recognize achievement, and celebrate milestones.
• Lead, motivate, and supervise a team of event planners and support staff responsible for coordinating major campus-wide signature events, divisional activities, university programs, and dignitary visits.
• Develop, plan, and manage a broad-based events calendar for university-wide, departmental, special, and parent and alumni engagement events year-round; ensure the Offices of the President, Vice Presidents, Deans and other key stakeholders are aware and involved, as appropriate.
• Delegate events and projects to event planners and, where appropriate, to departmental support staff, student workers, and/or interns. 
• Manage programmatic and logistical expectations as it pertains to budget resources, timelines, and outcomes.
• Review and evaluate event outcomes; assess impact and opportunities; monitor progress toward increased efficiency and accountability. Hold events staff responsible for adherence to pre-approved events budgets; ensure the timely reconciliation of event expenditures and prompt payment of expenditures by and to internal and external partners. 
• Monitor compliance with all aspects of the university’s procurement procedures and strategic sourcing initiatives. Coordinate with major event vendors and service providers to assure contracts are vetted and university protocols are satisfied, discounts are realized, and, as appropriate, value-in-kind support received.
• Working with the AVP and corporate partnerships manager, play a role in the identification, solicitation, and fulfillment of corporate sponsorships and strategic partnerships on behalf of events as needed.
• Consult on programming issues, event management, branding awareness, preferred vendors, and standards and protocols for academic units and departments outside the division. 
• Serve as the campus resource on developing and maintaining event standards and protocols including social and event etiquette for all aspects of events. Serve on university committees and advisory boards, as assigned; participate in local or national “event” associations and/or attend an occasional event conference to stay current on industry trends and network with other special event professionals and broaden education in the field. 
• Other duties as assigned.

Department Management                                                                                       

• Deliver on divisional objectives through the coordinated achievements of direct reports; establish departmental goals and objectives.
• Ensure direct reports adhere to defined internal controls; manage systems and procedures to protect departmental assets. Develop a strategic annual events budget in collaboration with the AVP; supervise budgetary planning for the Office of Special Events ensuring compliance with USD’s purchasing and financial policies.
• Conduct annual performance evaluations and provide feedback on a regular basis including, but not limited to, coaching and corrective action; report to the AVP on the work and progress of the team.
• Promote professional growth and provide development opportunities for administrative and staff employees.

Alcalá Club Advisor                                                                                         

• Manage the Alcalá Club, a service organization of undergraduate students working with the president as official representatives of the university and serving as liaisons between USD and the various guests who visit the campus. They greet and register guests, answer questions about USD, and work at various university-sponsored activities and functions.
• Oversee the student application/interview/selection process; develop annual programming; and manage operating resources.
• Advise the president of the Alcalá Club and Executive Board; mentor students; supervise team building events and social activities.

Special Conditions of Employment:

Effective June 1, 2023, based on CDC guidance, the University strongly encourages all campus members to stay up to date with Influenza and COVID-19 vaccination recommendations.  For more regarding information USD's COVID-19 protocols, please visit sandiego.edu/onward.

• The Office of Special Events works closely with all the departments within University Advancement, the Office of the President, senior administrators (vice presidents, deans) as well as university trustees and donors. It is essential that individuals who work within the scope of the offices’ responsibilities have the creativity and flexibility to deal with a multitude of new or emerging projects throughout the year.
• Must possess a valid California driver’s license. Must be willing to drive university or personal vehicle to on and off-campus locations to deliver equipment and/or supplies and attend events.
• Must be willing to frequently work after standard work hours and on weekends, depending on the nature of the event or activity being supervised.

Background check:  Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.