PROFESSIONAL POSITION DESCRIPTION

Position Title:Events and Communications Manager

Division:

Department:Advancement

Location:Office on Portland campus with expectation of work/service in Portland, Gorham and LAC

Schedule:Regular, full time, with nights and weekends as required

Reports to:Vice-President, USM Foundation

STATEMENT OF THE JOB: The Events and Communications Manager manages all events connected to the USM Foundation, producing events from conception to completion and communications including marketing materials and social media, coordinates events with boards, volunteers and vendors, and plans programming. Coordinates with media partners and outlets for event coverage.S/heprovides outstanding customer service and organizing memorable events that meet high quality expectations.

ESSENTIAL FUNCTIONS:

  • Plans, designs and executes current programs/events, including but not limited to:
  • USM Corporate Partners breakfasts or receptions (monthly to bimonthly)
  • USM Day of Giving (annual)
  • President’s Scholarship Gala (annual)
  • Pre-Commencement Reception (annual)
  • Gorham Reunion (annual)
  • Donor- or partner-initiated events
  • Manages events from conception to completion with excellence and customer-focused mindset:
  • Develops, implements, and communicatesstandard operating procedures for event planning and communications. Effectively and consistently communicates and champions best practices and logistics to customers/stakeholders at all levels of management, gaining buy in from stakeholders, and educating others as needed.
  • Coordinates all event documents, materials and logistics, and works closely with key stakeholders inside and outside USM to determine the purpose content, messages, and experience of events,
  • Proactively communicates, partners and interacts with key functional areas, internal and external customers/stakeholders (boards, volunteers, vendors, sponsors, students, departments, etc.)
  • Manages budget for events and sponsorships
  • Conducts market research/information gathering and negotiates contracts,
  • Researches and secures venues, organizeslogistics and manage all event details (such as venue, decor, catering, entertainment, transportation, location, invitees and attendees, special guests, equipment, promotional materials, etc.)
  • Serves as primary point of contact for event participants, attendees, and others,
  • Identifies staff and volunteer roles and coordinates their activities,
  • Proactively handles arising issues and troubleshoots emerging issues day-of-event,
  • Creates communications plan, including social media, and executes in tandem with public relations, communications and marketing, as well as freelance writers and designers, to promote and publicize the event within and outside USM community,
  • Liaises with media partners and outlets to ensure media coverage and visibility,
  • Coordinates with Donor Stewardship and Research Coordinator to ensure production of event briefings with research on key attendees,
  • Creates and/or manages pre- and post-event communications,
  • Identify and propose metrics of success for event,
  • Conduct post-event evaluations, analyze metrics and report results & ROI to internal partners,
  • Strategically develop new event opportunities with high return on investment:
  • Research market, identify event opportunities with high ROI in line with USM and USM Foundation’s goals, and generate interest,
  • Propose ideas to better meet donor/communityneeds and improve event quality
  • Manages volunteers: recruits, liaises with, and manages volunteers (boards, host committees, alumni events committees, Corporate Partners Programming Committee, sponsors, etc.) to ensure successful event outcomes and a meaningful volunteer experience.
  • Develops and markets a sponsorship program in line with best practices and market research, with the goal of 100% sponsored events:
  • Manages and coordinates with other members of the Advancement team to match opportunities with prospective sponsors,
  • Solicits event sponsorships, and project manages the solicitation of other event sponsorships,
  • Collaborates with Donor Stewardship Coordinator and other Advancement team members to acknowledge sponsors appropriately, at events, on the web and in print as appropriate.
  • Communicates with stakeholders to identify their needs and to ensure customer satisfaction.
  • Proactively collaboratesand/or project managesevents with departmental owners to ensure fundraising/alumni engagement and sponsorship opportunities are leveraged and ensure consistency of message and process. This may include but is not limited to:
  • Scholarship Receptions
  • School of Music
  • Theatre Department
  • Honors Program
  • Individual programs and colleges
  • Develop partnerships with local and regional associations; work cross-functionally across departments to develop a USM Speakers’ Bureau for external events:
  • Promote use of USM and USM Foundation speakers for business, association and official conference programs and recurring events,
  • Develop and improve understanding of local target topics and identify speakers to meet local business and community priorities
  • Develop and continually learn, grow and strengthen individual capabilities, staying current with industry trends and best in class practice.
  • Mentor, train and coach others—interns, student and temporary employees, and other Advancement team members
  • Additional duties as reasonably assigned.

SPECIAL FUNCTIONS:

  • Broad access, including but not limited to master key or swipe card access, to University facilities, residences, or apartments.
  • Ability to drive a University vehicle and provide proof of a valid driver’s license.
  • Ability to drive colleagues, students or others and provide proof of a valid driver’s license.
  • Ability to provide own transportation (fully-insured vehicle), provide proof of a valid driver’s license, and compliance with Maine law regarding vehicle insurance.

SUPERVISORY RESPONSIBILITIES: May supervise interns, student, and temporary employees.

BUDGET RESPONSIBILITIES:

  • Manage budgets for individual events and sponsorships.

PUBLIC AND PROFESSIONAL ACTIVITIES RELATED TO JOB PERFORMANCE:

INTERNAL AND EXTERNAL CONTACTS:

Internal:Advancement Team, President’s Office, Individual Colleges/Programs, Students

External:Alumni, Donors, Businesses, Professional Associations, General Public

KNOWLEDGE, SKILLS, AND ABILITIES:

  • Strong skills in planning and event management, in addition to excellent communication, time management, sales/persuasive and presentation skills
  • Ability to manage multiple events with different stakeholders simultaneously.
  • Proven project management skills; ability to prioritize and manage multiple projects, maintaining focus on overall priorities, and to lead and drive projects to completion.
  • Excellent volunteer management, client relations and customer service skills.
  • Excellent written and verbal communication skills, including facilitating training and public speaking: must be comfortable speaking in front of groups of varying sizes
  • Demonstrated initiative and drive with ability to work independently, collaboratively, and as part of a team. Ability to motivate and direct others.
  • Problem-solving skills: ability to anticipate and resolve issues, adapt quickly to changes and make sound decisions under tight timeframes and deadlines.
  • Strong attention to detail and organizational skills.
  • Solid analytical skills with an aptitude for analytics & decision making.
  • Ability to understand basic financial concepts such as ROI and budget management.
  • Flexible, self-motivated, organized and confident.

QUALIFICATIONS:

Required:

  • Bachelor’s Degree (Communications, Marketing, Business or related field); or an equivalent combination of related education and experience.
  • Minimum 2+ years of related event planning,sales, marketing, presentation and/or project management experience; record of timely project delivery
  • High level of interpersonal and communication skills; ability to interact across various functional departments and levels and with a variety of external stakeholders
  • High level of attention to detail
  • Proficiency in MS office applications
  • Ability to travel locally for events, with regional and national travel possible.
  • Ability and willingness to work early mornings, evenings, and weekends as necessary.

License/Certifications:

  • None required; certification in meeting planning or project management a plus

Preferred:

  • Certification in meeting planning or project management a plus
  • Portfolio of previously managed events, with references from previous clients
  • Experience with volunteer management, contract negotiations and budgeting

*NOTE: All individuals who are recommended to fill and subsequently offered a position with special essential responsibilities as listed above, or other licensure or certification, shall have the following additional applicable background screening completed (in addition to regular and standard background screening) based on the responsibilities of the position: Credit history screening, and/or Sex offender registry screening, and/or Federal criminal history screening and/or License/certification verification.

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