Special Events Manager

• Standard business hours are Monday-Friday 8am-5pm.
• Event support will be needed outside of those hours for occasional evening/rare weekend events.
• This position will work in person on the main Athens campus.

• CV/Resume
• Cover Letter
• 3 professional references with contact information

Bachelor's degree in a related field or equivalent and 2 years of professional experience

• Experience coordinating/managing event logistics
• Experience with OneUSG financial system

• Demonstrated ability to manage multiple competing projects in an organized, efficient manner by prioritizing tasks to meet deadlines.
• High level of professionalism with interpersonal skills to successfully work with individuals and groups.
• Self-starter, takes initiative, and can work independently as well as in a team environment.
• Proficient in Microsoft Office software.
• Attention to detail.

• Lifting up to 50 pounds, climbing stairs, working outdoors, sitting for extended periods of time in an office or event location.
• Driving (to off-site event locations).

• Working collaboratively with faculty and staff to coordinate event logistics, including discussing event goals and planning and developing programs/agendas, budgets, and services according to event requirements.
• Field questions related to events, payments, and vendors.
• Direct and organize volunteers at large-scale events (Convocation)
• Contracting, coordinating, and acting as point of contact for vendors and other participants, including negotiation contracts and submitting proper paperwork.
• Managing guest lists, nametags, and RSVPs.
• Coordinating with Communications Manager to properly and effectively advertise upcoming events for publicity and to capture event photos and videos for social media, website, and newsletter purposes.
• Coordinating with other CENGR offices, such as IT, Communications, Development, the Business Office, Facilities, etc., to maintain compliance with events as well as to ensure all event needs are met and properly staffed.
• Reserving venues or rooms for events/meetings both on and off campus.
• Organizing set-up and breakdown of each event.
• Acting as day-of on-site coordinator of each event.
• Maintain lists of preferred food, location, & supply vendors for future events
• Sharing resources, vendors, and tools with College admins as support for smaller school events, including sharing university policies for events.
• Partner with approved vendors for food and beverage needs while upholding the event budget and university policies regarding F&B spending.
• Ensure safety plans are developed and executed for all college-wide events.
• Execute "leave no trace" practices for all university events, using compostable materials, providing compost bins, and sharing this initiative with all event hosts, participants and guests.

• Reviewing event bills for accuracy and approve payments.
• Working with supervisor to determine event budgets and forecast future budget needs.
• Organizing and maintaining budget via spreadsheets.
• Tracking purchases and costs per event, keeping in mind set budget.
• Submitting purchases and invoices in a timely manner per UGA policies and guidelines to appropriate Business Office personnel to ensure all balances are paid on time.
• Meeting with Sr. Director of Operations and Special Projects to debrief on total cost of event.
• Maintaining proper documentation and records per USG/UGA guidelines concerning event payments, invoices, and budgets.

• Develop surveys to collect registration information for each event as well as evaluations to gauge event impact.
• Organize and track RSVPs and declines for all events, keeping track of guest numbers while preparing for events.

• Attending trainings, meetings, and other ad hoc events.
• Supervise student worker.
• Other duties as assigned.