Provides hands on direction and oversight to both the administrative and operations team within the events unit.
Ensures that all events (levels 1-4 in complexity) are executed in the most professional manner, paying close attention to logistical details and customer service.
As events are scheduled, delegates and assigns events to appropriate staff members.
When appropriate, acts as direct liaison for "Level 4 events," such as 3- to 4-day scientific symposia (Adler Symposium, PRCS, Cell Cycle, Mechanisms & Models of Cancer, Salk/Foundation Ipsen, Society for Neuroscience Salk events, etc.) and for highly complex or VIP events, including Explore Salk, Symphony at Salk and other unique, high-profile events.
Works with event organizer to design layout of event to ensure maximum flow of guests, AV capability and decor, including designing event staging, set design and atmosphere.
Provides clear and continuous communication with all those involved and affected including organizer, staff, volunteers, vendors and suppliers.
Analyzes client needs in order to establish objectives and appropriate corresponding format for the event. Counsels client in event planning and provides detailed event alternatives; secures client approval and implements event.
Ensures that event budgets are managed, reconciled and reported on in a timely and effective manner.
Provides oversight and counsel to events planners in budget management, including budget setup, reconciliation and post-event analysis and reporting.
Provides direction supervision to both operations and administrative teams.
Oversees execution of standing weekly and monthly staff meetings.
Develops and maintains a climate supportive of skill and knowledge enhancement; communicates career development opportunities to staff.
Keeps abreast of all HR supervisory requirements, policies and procedures to ensure proper application and ensures adherence to proper Institute and departmental protocols.
Properly screens and interviews candidates and either makes selection decisions or recommends individuals for hire.
Trains new employees and assigns work to new and continuing employees. Provides guidance on performance standards and Institute policies and procedures.
Conducts performance evaluations, including communications with subordinates. Makes recommendations for employee salary increases, bonuses and promotions.
Handles data and process improvement projects including calendar management software upgrades, registration software installation and upgrades, upgrading other software (i.e. floor plans, etc.) and other projects to bring Salk Events into current industry practices and trending needs for future events.
Oversees management of event data and database (Aventri). Ensures that event management database accurately and efficiently tracks event, registrant and speaker information. Oversees training for new staff and acts as liaison among Events team, Salk IT/IS departments and vendors.
Ensures events team is receiving and producing reliable data for reports and analysis.
Ensures that the Aventri database is available, accessible and efficiently maintained.
Produces reports, as requested, for overall event analysis and history.
Acts as liaison to IT/IS for any complex database needs.
Keeps abreast of trends within the event planning field and discusses new trends with coordination team, implementing changes/improvements as needed or directed.
Develops and improves upon department infrastructure by making recommendations regarding the streamlining of any administrative and/or operational processes, including but not limited to team structure, budget management, recharge system, interdepartmental communications, hands-on logistical standards, client expectations and customer service.
SKILLS AND ABILITIES
SPECIAL CONDITIONS OF EMPLOYMENT
PHYSICAL REQUIREMENTS/MENTAL ACTIVITIES/ENVIRONMENTAL CONDITIONS
This position requires constantly adjusting focus, grasping, handling, hearing, seeing, sitting, talking, touching/feeling, communicating, reading, and reasoning.
Apply Here: https://www.salk.edu/about/careers/
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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