Under the direction of the AVP of Facilities and Auxiliary Services, the Events & Operations Manager will work across the University delivering excellent customer service to ensure integration of events planning and execution to serve CGU’s mission and objectives. The Manager will also assist with the University’s risk management and emergency preparedness/safety function. They will manage multiple projects simultaneously and build strong relationships throughout diverse internal campus partners and external vendors.
DESCRIPTION OF DUTIES AND RESPONSIBILITIES
Assist with the planning of strategic campus events, which can be annual or one-time, for which assistance and participation is requested by the President, Deans, Directors and other campus leadership.
Execute campus-wide events by collaborating with internal partners, developing project plans, managing budgets, tracking metrics and assessing progress and results.
Serve in an advisory role to Schools, Programs, and student groups, providing guidance for planning of annual and one-time events.
Develop and maintain strong working relationships with outside vendors including caterers and equipment rental companies.
Ensure all vendors follow insurance requirements and purchasing policies and procedures.
Manage short-term facility use rentals with external parties.
Manage all aspects and serve as primary contact for events held at the President’s residence. This includes scheduling the event in collaboration with the President’s Office, coordination of various external vendors and internal support staff. Responsible for attending the event to ensure the successful execution from start-up to completion.
Establish campus-wide protocols to assure high profile, high-impact events, keynote speaker engagements, special events hosted by the University are executed at the highest level.
Oversee the annual campus-wide events calendar, providing strategic planning guidance and leadership to schools and campus representatives.
Serve as member of the Commencement Committee. Coordinate, schedule, and facilitate areas of responsibility leading up to and during the Commencement ceremony.
Manage inventory of special events equipment including pop-up tents, tables, chairs, linens, etc. Manage inventory of University-branded promotional gifts including mugs, t-shirts, umbrellas, etc.
Direct and supervise the work of student employee(s) to assist and support campus events.
Assists with the planning, development, and facilitation of annual campus-wide emergency response drills including but not limited to fire drill evacuation drills, Great California Shakeout, and active assailant drills.
Assists with the development, implementation, and scheduling of emergency response training and exercises.
Serve as a member of the Disaster Preparedness and Emergency Response Committee and the Emergency Operations Committee.
Assist with the maintenance of the Risk Wizard software application and the risk assessments, heat mappings, and related risk management matters.
Complete other events and operations related duties as assigned by management.
REQUIRED KNOWLEDGE, SKILLS, and ABILITIES: Individual must possess knowledge, skills and abilities to be able to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.
Possess strong project management skills with ability to multi-task, think creatively and strategically and execute around aggressive deadlines with multiple stakeholders.
Ability to develop a budget and complete a project within the financial limits.
Ability to prioritize and work independently and as part of a team.
Possess outstanding follow-through skills.
Excellent interpersonal skills with the ability to build trust with diverse campus partners at all organizational levels.
Ability to manage customer expectations in delivering superior levels of service.
Experience managing volunteer groups, committees, and leading/coordinating teams.
Excellent organizational abilities, communication (oral and written) and operational management skills.
Sound judgment and effective decision-making and problem resolution skills.
Ability to work professionally under pressure and under tight deadlines, ensuring excellent customer service support.
Skill and ability to organize, plan and implement special events / emergency response drills in diverse settings for varied audiences with various purposes.
Understanding of risk management concepts and terminology.
EDUCATION: A Bachelor’s Degree (Additional education may substitute for experience.) or any combination of education and experience that provides the required skills and ability.
EXPERIENCE: A minimum of six years in events planning and/or relevant experience. Disaster preparedness and emergency response/risk management experience is desirable.
LICENSES/CERTIFICATES: Must possess a valid California Driver’s License and meet CGU’s authorized driver’s requirement and be able to travel to meet with a wide variety of university constituents. Evening and weekend hours are required.
OTHER PREFERENCES: None.
UNIFORM REQUIREMENT: None.
HOURS: The regular hours for this position are 8:30 AM to 5:00 PM, Monday through Friday. Hours may vary due to the needs of the University or the department and may require some evenings and weekends.
CLASSIFICATION AND STATUS: This is a (full-time), 12-month, (exempt level) position. Benefits eligible.
SUPERVISORY RESPONSIBILITY: Student employees and outside vendors.
REPORTS TO: AVP of Facilities and Auxiliary Services
OTHER: The successful candidate will be required to undergo a full background check. Employment is contingent on the satisfactory results of the aforementioned; in addition to compliance with requirements cited in this job description.
At Claremont Graduate University, the health and safety of our community is a top priority.
Claremont Graduate University has adopted a policy of requiring all employees to show proof of being fully-vaccinated, based on applicable federal and state law. If offered the role, within two weeks of the hire date, the candidate will need to provide proof of vaccination, qualify for an appropriate exemption, or otherwise be in compliance with the current applicable federal, state and local laws to be exempt from being fully-vaccinated.
Claremont Graduate University is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, religion, gender and/ or gender identity or expression, marital or parental status, national origin, ethnicity, citizenship status, veteran or military status, sex, age, sexual orientation, or physical disability or any other legally protected basis in its employment practice and in admission of students to educational programs and activities in accordance with the requirement of Title IX of the Education Amendments of 1972, Title I of the American Disabilities Act of 1990 and other applicable laws. CGU is committed to affirmative action in employment practices regarding ethnic minorities, the physically challenged, Vietnam-era veterans, and women. This job description defines the essential or fundamental job duties of the employment position. It is assumed 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. Qualified candidates of diverse ethnic and racial backgrounds are encouraged to apply for vacant positions at all levels.
This job description defines the essential or fundamental job duties of the employment position. It is assumed 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.
Successful completion of criminal background and DMV checks required for final candidate.
The Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and Claremont University Consortium, which provides shared institutional support services, is reminiscent of the Oxford-Cambridge model. The undergraduate colleges include Pomona College, Scripps College, Claremont McKenna College, Harvey Mudd College, and Pitzer College. The two graduate institutions include Claremont Graduate University and Keck Graduate Institute.