Special Events Manager

About Us

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation’s top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation, and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It’s located in one of the world’s safest and most economically vibrant communities and is Orange County’s second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide.

In 1965, the University of California, Irvine was founded with a mission to catalyze the community and enhance lives through rigorous academics, cutting-edge research, and dedicated public service. A top public university, UCI has become internationally recognized for improving lives through research and discovery, fostering excellence in scholarship and teaching, and engaging and enriching the community. Today, UCI continues to inspire change and pioneer new ideas with the support of its generous partners, alumni, and friends.

Through the combined efforts of the University Advancement & Alumni relations team, the University is able to share its amazing achievements, build lasting relationships, and generate support for important campus programs and initiatives. University Advancement seeks to strengthen contributions in research, education, and service; accelerate the university's place among globally preeminent research universities; and bring together passions, skills, and creativity to further improve people's lives.

About the Role

Under the direction of the Senior Executive Director, Donor Stewardship and Engagement, the Special Events Manager is responsible for planning, implementing, executing, and evaluating a comprehensive program of events, with a specific focus on managing a high volume of Health Advancement events, as well as support of other University Advancement events, as assigned. These events are used to cultivate the interest and involvement of current and prospective donors to UCI, as well as recognize and thank donors and volunteers. The manager advises, informs, and makes recommendations on special event strategies to the Director of Special Events.

The manager is responsible for independently formulating and executing a detailed action plan for each event to ensure that it achieves the defined goals and objectives. Manages special event resources to effectively execute a portfolio of high-level events. In collaboration with development officers, schools, and units, develops an overall event strategy to include program theme, marketing approach for the event, community and university invitation list, printed materials, and executes all aspects of event production, including but not limited to vendor coordination, event timeline, scenario, and budget.

The role requires maintaining a standard of quality and excellence, ensuring events align with UCI’s mission and priorities, enhance reputation, and foster relationships with important internal and external audiences.

Responsibilities

• Plan, implement, execute, and evaluate a comprehensive program of events, focusing on Health Advancement and other University Advancement events.
• Develop and execute detailed action plans for each event to meet defined goals and objectives.
• Collaborate with development officers, schools, and units to create event strategies, including program themes, marketing approaches, invitation lists, and printed materials.
• Coordinate all aspects of event production, such as vendor management, event timelines, scenarios, and budgets.
• Provide excellent donor stewardship and maintain high standards of productivity despite frequent interruptions.
• Manage crowd safety protocols, security, and emergency procedures for small, medium, and large-scale gatherings.
• Set and monitor work standards and protocols, ensuring events meet budget and time constraints.
• Recruit, supervise, motivate, and evaluate volunteers as needed.
• Communicate effectively with diverse populations, including donors, government officials, and university VIPs.

Requirements

• Bachelor's degree in a related area and/or equivalent experience/training.
• Three years of experience in event support work.
• Thorough knowledge of concepts, principles, and practices of event planning and public relations, including event design, organization, and production.
• Knowledge of crowd management, crowd safety protocols, security, and emergency procedures for gatherings of varying sizes.
• Ability to work on several tasks simultaneously, set priorities, and meet deadlines.
• Demonstrated organizational and project management skills to produce high-quality events that meet client needs.
• Highly developed interpersonal communication skills, including political acumen and social perceptiveness.
• Excellent verbal and written communication skills to engage with diverse populations with competing priorities.
• Ability to use personal computers and software programs at the level required for event planning and protocol.
• Proven ability to exercise judgment, make decisions, and solve problems independently.
• Knowledge of principles and practices of volunteer recruitment, supervision, motivation, and evaluation.

Preferred Qualifications

• Thorough knowledge of the campus, its vision, mission, programs, policies, achievements, and infrastructure.
• Knowledge of University policies and procedures relating to the use of University facilities, event management, and presentation.

Special Conditions

• Must be able to work nights and weekends as required for events.

Pay

The expected pay range for this recruitment is $73,800.00 - $80,000.00 (Annual).

Benefits

In addition to the salary range listed, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks.