Ceremonial & University Events Program Manager

Ceremonial & University Events Program Manager - 35375 University Staff

Description

Ceremonial & University Events Program Manager

University Advancement

Elevate Your Career at UCCS: Innovate, Inspire, and Impact in the Rockies!

Who We Are

The University of Colorado Colorado Springs (~~~) (UCCS) is a premier educational institution that prides itself on academic excellence, research, and community engagement and is actively seeking a Ceremonial & University Events Program Manager to join our team! UCCS offers a diverse and inclusive learning environment that fosters innovation, growth, and the holistic development of its students.

At the base of the Rocky Mountains, Colorado Springs (~~~/) is captivated by its stunning landscapes, making it a paradise for nature lovers. This city is more than its scenery-a mosaic of history, arts, and a vibrant tech scene. We invite you to join a community that cherishes outdoor adventure as much as forward-thinking growth, an exceptional setting for both career and lifestyle.

Salary Range : $50,488 - $60,000 annually. Compensation will be commensurate upon experience and qualifications. This position is Exempt from the Fair Labor Standards Act (FLSA) overtime provisions.

Work Location: The work location for this position is on-site.

Benefits at a Glance (~~~)

At UCCS, our employees are our most valued asset. We're proud to offer:

• Generous Time Off: Enjoy 22 vacation days, 10 sick days, paid parental leave, 13 recognized holidays, and provisions for bereavement, jury duty, and FAMLI Leave.

• Robust Health Coverage: Our comprehensive medical plans cover preventative care at no cost, including a yearly mental health visit. Plus, benefit from affordable dental, vision plans, and competitive prescription drug prices.

• Financial & Retirement Benefits: Take advantage of our health savings, flexible spending accounts, and life and disability insurance. Plan for your future with our retirement options.

• Further Your Education: Avail nine waived credits per academic year for courses at any CU campus. We invest in your educational and professional growth.

• Wellness & More: From wellness programs aimed at achieving your best self to various additional benefits through CU Advantage, we prioritize well-being and holistic development.

• Want to know your total compensation? Use our calculator (~~~) to get the complete picture!

Summary

University Advancement professionals coordinate the University's primary outreach activities to the community and region. This includes memberships in key organizations, attendance at key community events, representation on important community initiatives and the creation of partnerships supporting the university's mission.

The Ceremonial and University Events Program Manager reports to the Director of Chancellor and University Events and serves as a member of the University Advancement team. The Program Manager is responsible for coordination of major university events from multiple departments and will coordinate event goals, logistics and outcomes such as Commencement and annual awards events. Planning of Commencement is a year-round task, as UCCS graduates students in the Summer/Fall semester as well as Spring semester. The role of Commencement is pivotal to upholding the University's brand / image. As the cornerstone event for UCCS every semester, attention to detail, building relationships, and organizational planning are key attributes needed to succeed.

This includes university-wide events, ceremonies, and events on behalf of the Office of the Chancellor and University Advancement. This position will provide supervision to student employee(s) and also serves as primary adviser to the UCCS Ambassadors, the premier student leadership and service organization representing the Office of the Chancellor.

This position works closely with University Center and Event Services, Chancellor's Office, Marketing and Communication, Department of Public Safety, Dining and Hospitality Services, Parking, Transportation, Facilities, Development Office, Registrar's Office, Academic Advising, Dean's Offices, Dean of Students, Bookstore, Alumni Relations, Graduate School, Media Services, Archives, Visual and Performing Arts Department, Office of First-Year Experience, Faculty Assembly, Staff Council, Student Government. Office of Information Technology, Human Resources, Campus Planning, Career Center, MOSAIC+, UCCS Executive Leadership Team, and Chancellor.

It is vital that this position works with key officers of the University, liaisons with university leadership often, and helps inform these leaders of necessary change. Additionally, a well-maintained relationship with CU System, Office of the President, Office of the Regents, and Legislative offices are critical.

Essential Functions

The duties and responsibilities of the position include, but are not limited to:

Event Management

• Project manager for Spring and Summer/Fall Commencement ceremonies and VIP Commencement Luncheons, ensuring general consistency of quality and appearance.

• Works with appropriate departments listed above to coordinate ceremonies.

• Campus liaison to external vendors (e.g., Broadmoor World Arena (BWA), Centerplate at BWA, GradImages, Jostens, Independent Photographer, and Independent Florist.

• Reserve Commencement dates based on Academic Calendar

• Strong relationship with other Commencement coordinators across the CU System.

• Close connection with Board of Regents Office, President' Office and Associate Vice President for University Relations (e.g., ensure receipt of Regent Awards in any given year - Honorary Doctorates, University Medals, Distinguished Services Awards).

• Review Commencement affected policies at System and campus-level, as needed.

• Work directly with Cabinet on selection of annual Distinguished Alumnus speaker.

• Work directly with Cabinet and Deans on commencement related changes.

• Arrange travel for annual Distinguished Alumni speakers (December ceremony) and Regent Award recipients (May ceremonies).

• Lead organization of campus visit itinerary for annual Distinguished Alumnus.

• Purchase campus gift for annual Distinguished Alumnus and Regent Award recipients

• Organize extra ceremony-related needs of Chancellor, as necessary, including:

• Visits with Silver and Golden graduates in coordination with Alumni Office

• Acknowledgement of posthumous degrees in coordination with Dean of Students Office.

• Create scripts for ceremonies and luncheon.

• Tracks annual and less frequent incidents (e.g., delayed awarding of Regents Awards).

• Order and return rented regalia for Stage Party and VIPs.

• Provide oversight on all forms of communication (instruction sheets, emails, Cvent invites, text messages) for all stakeholders to ceremonies and ceremony-related events.

• Organize reserved seating and parking for ceremony VIP guests.

• Manages program production and provides final approval.

• Organize volunteers and continue to develop the volunteer program.

• As university grows, determine if/when there is a need to increase the number of ceremonies in a year.

• As the university grows, adjust, and implement safety measures for all commencement participants.

• Makes necessary adjustments to accommodate the needs of a particular year (e.g., COVID cancellation).

• Politically savvy to navigate sensitive issues.

• Communication savvy with administration, faculty, staff, students/graduates, family members, alumni, public; use College Communication Team for college messaging.

• Responds to inquiries and complaints in a timely manner.

• Advise Campus Store of any special needs for Graduation Fair.

• Follow Commencement trends to implement new structures and ideas.

• Update backup plan each semester to ensure accuracy and relevance.

• Manage post-event complaints from Commencement.

• Supports Director of Chancellor and University Events as needed with strategic events including Board of Regents events, CU Foundation events, groundbreakings, building openings/dedications, with an emphasis on those events that represent the Office of the Chancellor and University-wide ceremonies.

• Direct all event logistics, design, and décor; negotiating contract terms with vendors; processing contracts and agreements in accordance with University and State regulations.

• Works closely with Director of Chancellor and University Events, Chancellor's Office, and University Advancement team to establish the goals of each major university event and develops measures to achieve them.

• Ensures that event logistics are progressing according to the Chancellor's vision and objectives.

• Works with University Center and Event Services staff on facility booking, policies, event set-up, A/V requirements and other event needs.

• Collaborates with UCCS catering team on all food and beverage orders.

• Works with University Advancement on creation of electronic invitations to special events, distributes accordingly and manages RSVPs.

• Manages event confirmations and guest communication.

• Manage all other aspects of special event planning, including but not limited to date selection, program development, on-site management and event problem solving.

• Evaluates each special event to determine whether goals were reached and to make recommendations for improvement.

• Research, Analyze, and Report on Commencement data to make informed decisions. Share findings with Cabinet and Officers of the University. This includes changes voiced by students, faculty, staff, guests, or other attendee to Commencement.

• Understanding of Brand Management, and the importance of upholding University mission.

• Communicate any challenges or occurrences that could negatively impact vision.

• Continuously enhance image, by advancing operation through skillful planning.

• Work with campus and external partners and maintain important relationships.

• Understand how budget and financial choices impact University.

• Work to enhance guest experience at every opportunity possible. Be willing to implement change.

• Implement planning tool for efficient communication to departments and partners.

• Communicate with campus partners year-round on planning of future Commencement ceremonies.

• Update policies, procedures, and existing practices to become relevant to current university standards.

• Develop use of technology for ease of post-event evaluation and data collection.

• Participate in weekly meetings with the Chancellors Office Staff to ensure event information is accurate and on time for delivery.

• Ensure that weekly Commencement tasks are completed with accuracy and timeliness. Update related parties in relevant timeframe.

• Lead initiative on at least one project related to Commencement each semester. Assist campus partners in implementing related changes.

• Liaison with the Office of the President and Office of the Regents, and Legislative Office to promote attendance at Commencement.

• Work with Office of the President and Office of the Regents, and Legislative Office on VVIP events to ensure details are accurately communicated. At times, they are directing the planning. Other times, they are a "client."

• Work with CU System to assist in planning CU Trustees and CU Board of Regents Meetings.

• Other duties as assigned.

Leadership, Supervision

• Serve as coordinator and supervisor for the UCCS Ambassadors program. Advise participating student leaders on actions to achieve the group's mission and goals in accordance with appropriate University policy and protocol.

• Collaborate with team members and faculty/staff from across the University to engage participating student leaders in a program of personal and professional development that prepares them to support institutional priorities and events.

• Supervise student workers or temporary staff to help fill event planning gaps.

• Manage Commencement volunteer program of over 120 participants each ceremony.

• Develop training materials and teach training seminars every semester to build the volunteer experience

• Conduct post-event follow-up and use information to develop change in operation.

• Maintain Commencement Committee to foster innovation and open dialogue.

• Communicate with Cabinet, Deans, and other campus leadership on volunteer gaps leading into ceremony.

• Continuously reimagine how volunteers are involved and stations active at Commencement

Budget Management

• Works with Director of Chancellor and University Events to and ensure the effective management of event and operating budgets on annual basis, totaling $120k annually.

• Work with appropriate finance staff to closely monitor and control expenditures from the appropriate funds, ensuring adherence to university procurement guidelines and fiduciary responsibility to State and donor funded programs.

• Creates and manages a budget for each event and an annual budget chronicling all expenses and ensuring that financial objectives are met.

• Work creatively with campus partners to ensure clients budget and event goals are being met.

Tentative Search Timeline

• Priority will be given to applications submitted by: November 18th, 2024.

• Potential interview dates: November 21-22nd, 2024 (virtual) and December 2-4, 2024 (in-person).

• Potential start date: December 16th, 2024.

UCCS is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

In accordance with the Equal Pay for Equal Work Act, UCCS does not discriminate based on sex in our employment or compensation practices.

Qualifications

• A Bachelor's Degree is required. Year-for-year experience will be considered as a substitution for the degree.

• Emphasis in hospitality management, business, communication, public relations, or marketing is highly desirable.

• Experience in planning and on-site event management in a professional setting with a proven progression during that timeframe is required.

• Experience with large scale event planning (over 200 attendees) in hotel or private event sector is required.

• Experience working with fundraising and development initiatives is preferred.

Special Instructions to Applicants: Applications submitted by 11/18/2024 will receive full consideration. Applications submitted through email or surface mail will not be considered. Please apply at ~~~/cu-careers (job #: 35375). Official transcripts will be required upon hire. Upon request, please be prepared to provide five professional references (at least two previous/current supervisors), including their email contact information. If you have technical difficulties with your application, please contact the CU Careers help desk at ~~~ #5 or ~~~ (~~~) . Job related inquiries should be directed to the posting contact. The University of Colorado Colorado Springs will not sponsor work visas or permanent resident applications for this position. Application Materials Required: Cover Letter, Resume/CV Application Materials Instructions: Please identify the job specific minimum qualifications you possess in your cover letter and be sure your resume includes any and all relevant experience to be accurately assessed against the qualifications listed in the posting. To apply, please submit the following application materials to this posting. 1. A current resume. Must include date ranges to include month and year (mm/yyyy) and whether the position was full time or part time. 2. A cover letter that specifically addresses the job requirements and outlines qualifications. When submitting the materials, check the Job Specific Attachments box next to each document in order for the search committee members to see your materials.

Job Category : External Relations

Primary Location : Colorado Springs Department: C0001 -- Colorado Springs Campus - 40376 - VCUA-Operations

Schedule : Full-time

Posting Date : Nov 5, 2024

Unposting Date : Ongoing Posting Contact Name: Pat Washington Posting Contact Email: ~~~ (~~~) Position Number: 00785582

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The University of Colorado does not discriminate on the basis of race, color, national origin, sex, age, pregnancy, disability, creed, religion, sexual orientation, gender identity, gender expression, veteran status, political affiliation, or political philosophy. All qualified individuals are encouraged to apply.