Manager Of Special Events

POSITION TITLE: Manager of Special Events

DIVISION: Administration

DEPARTMENT: Advancement

REPORTS TO: Director of Institutional Advancement

PAY TYPE: Exempt

WORKER TYPE: Full-Time

UPDATED: June 2024

PAY:

The Manager of Special Events works with the Institutional Advancement team, President, Trustees, staff and faculty to develop, coordinate, and execute KCAI's annual fund-raising events. They play a pivotal role in advancing the institution's mission by planning, coordinating, and executing fundraising events, managing donor-related events, overseeing space rental operations, and serving as a liaison to the auxiliaries of KCAI.

Essential Functional Responsibilities:

• Fundraising and Event Management

• Develop and execute comprehensive fundraising event strategies to engage donors, alumni, and the community.

• Manage all aspects of the college's major fund-raising events, the Art & Design Auction and ArtPop. This includes all event logistics, i.e.: venues, catering, vendors, entertainment, guest experience, tickets, etc.

• Must have the ability to build positive working relationships and facilitate the coordination and support from internal departments including faculty, staff, plant services, maintenance, security, marketing and communications, etc. to ensure successful campus events.

• Work closely with KCAI's food service provider on event menus and catering logistics for various campus events.

• Manage approved event expense budgets, including major fund-raising and cultivation events; provide post-event budgets in a timely and accurate manner.

• Manage the Warwick Society donor events. Responsible for coordinating five to six programs per year

• Other duties as assigned.

Space Rental

• Oversee the rental of KCAI facilities and spaces to external corporate and community groups and individuals.

• Manage inquiries, bookings, contracts, room reservations, event calendar and scheduling for space rentals.

• Collaborate with the facilities team to ensure spaces are prepared and maintained for rental events.

• Establish and maintain rental pricing structures and policies.

• Other duties as assigned.

Liaison to Auxilaires

• Serve as the primary liaison between KCAI and its auxiliary groups; Vanderslice, Fireside and Sketch Box.

• Facilitate communication and collaboration between auxiliaries and the institution.

• Coordinate auxiliary-related initiatives that align with KCAI's mission and goals.

• Other duties as assigned.

Supervises the following:

• Contract employees (as needed)
• Work-study student(s)

Knowledge, Skills, and Qualifications:

• Maintain confidentiality of all information in the Institutional Advancement department.

• Must be computer literate; knowledge of Raiser's Edge preferred.

• Demonstrates initiative and leadership in fund-raising event efforts.

• Ability to work under the pressure of deadlines and multi-task.

• Strong project management, written and verbal communication skills.

• Must be able to work evenings and weekends as needed.

• Ability to foster and encourage collaboration.

• Ability to manage multiple budgets and provide post-event analysis.

• Present a pleasant, courteous and professional attitude. Prioritize workload and strong project management skills to ensure successful conclusion of events on a timely basis.

• Demonstrate a commitment to diversity, equity and inclusion, and the ability to engage across the institute and within the community with individuals and employers of diverse backgrounds, cultures, and ideologies.

• Knowledge of and passion for the arts and education is a plus.

Required Experience/Education:

• Three years of non-profit or corporate event planning experience.

• Prior experience coordinating large-scale events.

• Prior experience in utilizing project management systems.

• Experience in volunteer management and building relationships across a broad range of backgrounds.

Preferred Experience/Education:

Prior experience in Adobe Creative Suite products and Google Suite Statement

Kansas City Art Institute is fully committed to Equal Employment Opportunity and to attracting, retaining, developing, and promoting the most qualified employees without regard to their race, gender, gender identity, color, religion, sex, sexual orientation, national origin, age, physical or

mental disability, genetic information, citizenship status, veteran status, or any other characteristic prohibited by federal, state or local law. KCAI provides reasonable accommodation for qualified individuals with disabilities and disabled veterans in the job application process. If you have any difficulty using our online system and you need accommodation due to a disability, you may contact the Human Resources Department about your interest in employment. Any questions or concerns can be directed to Kansas City Art Institute's Human Resource Administrator at hr@kcai.edu .

EOE/AA: Minorities/Females/Disabled/Vets