Major Events Manager

Position Information

Classification Title External Affairs Professional FLSA Exempt FTE 1.00 Minimum Qualifications

Requires at least a baccalaureate degree in the field. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Preferred Qualifications

CRM experience, project management software experience, and e-communication tools such as constant contact are preferred. Experience with GAIL and other UGA systems, policies, procedures and operational procedures highly preferred.

Position Summary

This position will oversee and manage the planning and implementation of all major fundraising and donor events including the annual gala, Gardens of the World Ball (GOWB). Responsibilities also include planning and project management for Board meetings and annual Garden events (examples include; Rhythm and Blooms, Summer Concerts Series, and other public festivals held at the Garden). The position is responsible for the development, planning, coordinating, operations, and post-event review of all designated major events coordinated by the State Botanical Garden of Georgia (both on and off site).

Job duties include managing a team of seasonal workers and volunteers, coordinating logistics, procurement including requests for proposals, ensuring invoice processing and purchase order closure, administering promotional materials, responding to customer and, in some cases, responding to key stakeholder questions, and ensuring overall event success. Responsibilities also include collaborating directly with funders and board committees to design, plan and complete procurement processes for major fundraising events. This position will be the key manager tasked to develop vendor contracts and ensure deliverables, coordinate logistics, and trouble shoot prior to and during event implementation. This position will report to the Director of the State Botanical Garden of Georgia.

Knowledge, Skills, Abilities and/or Competencies

• Experience managing large public events.

• Basic knowledge of UGA operations and support systems.

• Experience improving visitor experiences.

• Training skills to increase staff's ability to provide excellent customer service.

• Detail oriented.

• Skills in Microsoft systems including teams, excel, and word.

• Ability to manage security plans and situations.

• Knowledge in UGA procurement and P-card processes.

• Experience with UGA Systems including Once Source UGAMart, ASANA, GAIL and UGAF.

• Preferred experience in designing, planning and implementing VIP fundraising events.

Physical Demands

• Lift containers of supplies weighing between 50-75 pounds

• Spend time sitting or squatting on the floor or standing for longer periods of time

• Moving tables and chairs is a regular activity of this position

• Long hours of standing/walking

• Driving as needed to perform job duties

• Perform duties with repetitive motion of wrists, arm, and shoulder, possess hand and finger coordination; reach, climb, balance, crouch, twist, crawl, and kneel; and work in noisy, hot/cold environments

Is driving a responsibility of this position? Yes Is this a Position of Trust? No Does this position have operation, access, or control of financial resources? No Does this position require a P-Card? No Is having a P-Card an essential function of this position? No Does this position have direct interaction or care of children under the age of 18 or direct patient care? No Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications) No Credit and P-Card policy

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.

Background Investigation Policy

Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

Duties/Responsibilities

Duties/Responsibilities

Manage design, logistics and implementation of Special programs and fund-raising events:

• The Garden events include but are not limited to: Rhythm and Blooms, Board meetings and receptions, UGA sponsored events, Friends of the Garden funded events such as Lecture series, Summer Concerts Series, and any other ad hoc events.

• This includes overseeing design, logistics and troubleshooting related to developing and implementing event plans to ensure successful execution of events.

• This includes participating in committee meetings, event set-up, A/V requirements, oversight of all procurement including Request for Proposal processes on selecting vendors and service providers.

• This also includes direct on-site management of events including set up, coordination of registrations, and/or vendor requirements.

• Coordinates with all Garden managers and units including Visitor Services, Rentals, Education, Administrative Services, Communication, Development, and others as required for major events.

• Creates and monitors budgets for events and analyzes financial information (e.g. revenues, expenditures, and ROI) to ensure all event expenditures are within budget.

• Accurately evaluates return on investment of each event.

• Presents budgets to supervisor and forecasts future budget needs.

• Negotiates and prepares contracts with external vendors for Garden events.

• Uses GAIL for targeting invitations, applies foundations payments and understands how to work within UGAF policies and procedures.

Percentage of time 40 Duties/Responsibilities

Management of Gardens of the World Ball (GOWB) Annual Event and Board of Advisors Meetings:

• Responsibilities include working with Board of Advisor Members and GOWB committees to coordinate the design, logistics and troubleshooting related to developing and implementing event plans to ensure the successful execution of GOWB and Board of Advisor meetings.

• The position is required to provide direct on-site management of the Board of Advisor meetings including event set up, as well as the coordination of invitations in GAIL, and/or vendor requirements.

• Responsibilities also include participating in committee meetings, event set-up, A/V requirements, oversight of all procurement actions including Request for Proposal processes on selecting vendors and service providers in compliance with university procurement policies and procedures.

• The position is required to provide direct on-site management of the GOWB including event set up, as well as the coordination of invitations in GAIL, and/or vendor requirements.

• Coordinates with all Garden managers and units including Visitor Services, Rentals, Education, Administrative Services, and others as required for GOWB.

• Creates and monitors budgets for GOWB and analyzes financial information (e.g. revenues, expenditures, and ROI) to ensure all expenditures meet procurement requirements and are within budget.

• Present budgets to supervisor for approval and forecasts future budget needs.

• Works with University Procurement Office to negotiate and prepare GOWB specific contracts with external vendors.

• Uses GAIL for targeting invitations, applies foundations payments and understands how to work within UGAF policies and procedures.

Percentage of time 40 Duties/Responsibilities

Team leadership responsibilities:

• Participates in management meetings to coordinate with leadership planning, communication, and logistics for each major event.

• Coordinates event committee planning and communication with the Garden leadership and development teams to ensure event outcomes link with Garden mission and strategic direction.

• Works cooperatively with faculty and staff to support post-event evaluation efforts and generate reports to assist in evaluating program impact.

• Manages event invitations through GAIL and volunteer platforms.

• Provides reviews and analysis of each major event with post-mortems and improvements for annually recurring events based on performance analysis.

• Participates in relevant Public Service & Outreach (PSO) meetings

• Manages key partners, seasonal, part-time, and student workers along with volunteers on each major event.

• Other duties as assigned by the Director.

Percentage of time 20

Contact Information

Recruitment Contact

Contact Details

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Recruitment Contact Name Daun Fest Recruitment Contact Email daun.fest@uga.edu Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume/CV
• Cover Letter

Optional Documents

Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact University HR (hrweb@uga.edu).

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status.