Special Events Manager

  • Western University of Health Sciences
  • Lebanon, OR 97355, USA
  • Nov 30, 2023
Full time Business/Financial Affairs/Financial Aid External Relations, PR, Marketing

Job Description


Special Events Manager

Posting Number: A00659
Position Status: Full Time
Campus: Western University Campus-Lebanon, OR
Department: 5501-University Advancement

Function: University Advancement
Family: Events
Classification Series Title: Manager

Classification Pay Scale
In compliance with SB 1162, Western University of Health Sciences is providing a pay scale for this position. The pay scale reflects the minimum and maximum target for new hire salaries for this position. Within this range, the individual pay is determined by a variety of factors, including but not limited to job-related skills, experience, relevant education or training, and work location. Please note that the compensation details listed reflects the base salary only.

Full Salary Range
Minimum: 70,000.00
Maximum 80,000.00

Expected Pay Scale
Minimum: 70,000.00
Maximum: 80,000.00

Job Summary
Under direction of the Director of Special Events, the Special Events Manager (SEM) is responsible for all aspects of event planning, execution, and follow up including managing budgets and associated financial transactions. Develop and maintain cooperative working relationships and consult with development officers, academic leadership, and colleagues across campus,. The SEM is responsible for independently formulating and executing a detailed action plan for each event to ensure that it achieves the defined goals and objectives.This position reports to the Director of Special Events.

Knowledge, Skills and Abilities
Individuals must possess these knowledge, skills, and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.· Demonstrated ability to work independently and as an integral part of a team; to problem solve, take initiative, set priorities, handle multiple projects, and exercise good judgment in a fast paced, dynamic, deadline driven environment in an organized and professional manner.· Proven project management and special event coordination experience, with an accurate and thorough approach to detail· Excellent people skills; poised manner; ability to exercise discretionary judgment and professionally handle sensitive situations· Demonstrated ability to communicate clearly, diplomatically, and effectively, and maintain a positive outlook while meeting multiple deadlines· Demonstrated proficiency with a multitude of technology platforms; Zoom, Microsoft Office Suite (Microsoft Word, Excel, Outlook, and PowerPoint), relational databases, and web-based tools for the generation of correspondence, reports, spreadsheets, and forms· Interpersonal Awareness: Builds and maintains positive relationships and actively contributes as a member of working teams to achieve results
· Ethics and Trust: Models and upholds the values of candor, openness, inclusiveness, and honesty despite internal and external pressures.· Frequently perform desk-based computer tasks, use telephone, and handwriting.· Occasional lifting/carrying of loads weighing up to 30 pounds· Demonstrated ability to maintain confidentiality and to manage confidential and sensitive information in an appropriate manner· Ability to work a normal workday/week and continue into the evening prior to event or setup andexecute and event after hours during the week and/or followed by working long hours on weekend on event day

Required Qualifications
· Experience: 3 years of event related experience, preferably in a higher education environment.

Preferred Qualifications
· Education: Bachelor’s degree (or equivalent experience) in a related field plus a minimum of three years of experience in events management, fundraising, development, public relations, or a related field.

Posting Date:
Closing Date:
Open Until Filled:

Special Instructions to Applicants

Essential Job Duties

Essential Job Duties

Job Duty

  • Develop comprehensive plans and timelines for event strategy and manage logistics for campus event planning, departments, individuals, and external customers.
  • In partnership with key staff, develop and/or ensure utilization of standardized systems and technology to automate elements of event planning, tracking, and production.
  • In collaboration with the Director, oversee the production of events, including content development, venue selection, site visits, collateral materials, data management, RSVP management, catering, volunteer coordination, and event-day logistics.
  • In collaboration with the Director, develop and maintain Standard Operating Procedures for the production of events.
  • Leads, coordinates, and schedules event support in other departments such as public safety, and grounds crews; arranges for special needs; distributes specific details and schedules to the event support groups.
  • Manage all mailings, the event invitation process and staffing of events.


Percentage Of Time

Job Duty

  • Contribute to brainstorming sessions and post event briefings supporting continued success.
  • Provide meeting notices, agendas, data, minutes and other collateral necessary for each event.
  • Obtains pertinent information from vendors, rental companies, volunteer organizations on specific needs related to the event.
  • Prepares and distributes materials for internal and external meetings, attending meetings, processing check requests, invoices, and expense reports, creating and managing event budgets, reporting, filing, and answering phones/emails.
  • Maintains active participation in event planning process.
  • Prepare year-end events report, providing analysis and recommendations for future actions and improvements.


Percentage Of Time

Job Duty

  • Collaborate with events team and vendors to ensure outstanding event execution and deliverables.
  • Manage, facilitate, and track logistics spreadsheets, time timelines, and general session production including script writing.
  • Collaborate with Director and other WesternU staff to ensure their responsibilities for the events are on track, providing assistance as needed.
  • Provide input and support to committees on an as needed basis to ensure alignment of the operating plan and communications.


Percentage Of Time

Job Duty

  • Maintain accurate and complete archive materials on all development and academic events.
  • Responds to requests, complaints, and inquiries from students, faculty, staff, service agencies, and others involved in execution of the event.
  • Some evening and weekend hours required.
  • Other duties as assigned.


Percentage Of Time

Describe Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Duties of the Special Events Manager are normally performed in a typical office or events (indoor/outdoor) setting. In these settings the employee in this job is normally exposed to moving mechanical parts, outdoor weather conditions, extreme cold/heat (non-weather), and risk of electrical shock. The employee is occasionally exposed to wet humid conditions (non-weather). The noise level in these settings is usually moderate.

To apply, visit https://jobs.westernu.edu/postings/28200

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