Special Events Manager

  • Florida International University
  • Miami, FL, USA
  • Nov 27, 2019
Full time   Event Management Event Planning Production

Job Description

Special Events Manager

 
Job ID 520065
Location Modesto A. Maidique Campus
Full/Part Time Full-Time
 
Close Date 12/10/2019
 
Regular/Temporary Regular
 

About FIU

Florida International University is Miami’s public research university. FIU is focused on student successAccording to U.S. News and World Report, FIU has 35 programs in the top 100 in the nation among public universities, including 15 in the top 50. FIU is a top U.S. research university with more than $200 million in annual expenditures and is designated as an “Emerging Preeminent State Research University” by the Florida Board of Governors. FIU ranks 15th in the nation among public universities for patent production, which drives innovation, and is one of  the institutions that helps make Florida the top state for higher education. The Next Horizon fundraising campaign is furthering FIU’s commitment to providing students Worlds Ahead opportunities. Today FIU has two campuses and multiple centers, and supports artistic and cultural engagement through its three museums: Patricia & Phillip Frost Art Museum, the Wolfsonian-FIU, and the Jewish Museum of Florida-FIU. FIU is a member of Conference USAwith more than 400 student-athletes participating in 18 sports. The university has awarded more than 330,000 degrees to many leaders in South Florida and beyond. For more information about FIU, visit www.fiu.edu.

Job Summary

Assists the Director in the planning, coordination, production, and execution of university events, community special events, conferences, and projects, as a function of the Office of Event Protocol and Community Relations. Events include, but are not limited to Fall Commencement, Spring Commencement, Summer Commencement, College of Law Commencement, Freshman Convocation, Faculty Convocation, College of Medicine Convocation Ceremony and the College of Medicine White Coat Ceremony.

  • Works closely with the Director to oversee all of the multiple ceremonies coordinated by the Office of Event Protocol and Community Relations. Works in conjunction with each Director in the planning, coordination, production, and execution of university ceremonies and university events.
  • Assists the Director in the planning, implementation and execution of events, which include but are not limited to: Freshman Convocation, Faculty Convocation, Fall Commencement, Spring Commencement, Summer Commencement, College of Law Commencement, China Commencement, College of Medicine White Coat Ceremony, and others.
  • Handles event logistics: Manages the RSVP lists and ticket distribution. Contacts and confirms services and vendors. Sets-up venue, assists on stage, strike of venue on the day of the event.
  • Contracts and supervises the services of university and external vendors as needed for each ceremony, commencement and/or event locally and internationally.
  • Collaborates with departments to gather and coordinate the updated information for the Commencement Program. Continuously updates and manages ceremony data, such as past commencement lists and student attendance.
  • Serves as a Procard user for departmental transactions. Adheres to University credit card policies and procedures.
  • Manages day of production including Marching Order and production as well as manages on site staff.  Makes adjustment to program and production onsite as needed
  • Represents commencement on the Emergency Management Task force and serves as the liaison with the Department of Emergency Management.
  • Oversees Commencement Fair Operations to include:
  • Research and date selection to best accommodate graduates and various departments. Coordinates staff participation across nine different units and departments to ensure cohesiveness between all of the vendors and facilities. Supervise event and facility set-up for day of, as well as the different departments to make sure the system is running smoothly. Keeps the various units apprised of the progress over the course of the Fair.
  • Represents Director when not available to include but is not limited to: Briefings with the President and Provost, briefings with the Emergency Management Taskforce, as well as upper administration, leads during event day, day to day operations.
  • Performs other related duties as assigned or as directed.  The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

 

Minimum Qualifications

Bachelor's degree in Public Relations, Marketing, Event Planning, or Communications and two (2) years of experience in related field, OR an equivalent combination of relevant education and/or experience.

 

Departmental Requirements

At least two years of event planning experience.

 

Desired Qualifications

  • Experience in event planning within or with a higher education institution.

 

Advertised Salary

$45,000 - $55,000

 

Work Schedule

Begin time: 8:30 AM
End time: 5:00 PM

 

Pre-Employment Requirements

  • Criminal Background Check
  • Driver's License Check
  • Fingerprinting Check

 

Other Information

  • Ability to work flexible hours as needed.
  • Ability to work occasional evenings, weekends and at locations outside of the University

 

How To Apply

Prospective Employee

If you have not created a registered account, you will be asked to create a username and password for use of the system. It is recommended that you provide an active/valid e-mail account as that will be the main source of communication regarding your status within the process. In this account, you are able to track your applicant status in "My Applications". 

In order to be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position, be in good performance standing, and have been continuously employed at the University for at least six months.

Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume/curriculum vitae into one attachment.  Attached documents should be in Microsoft Word or PDF format. All applicants are required to complete the online application including work history and educational details (if applicable), even when attaching a resume.

*This posting will close at 11:59 pm of the close date.

How To Apply

Current Employee

As a current employee, you must log into Employee Self Service (ESS) to apply for this and any other internal career opportunity of interest. In this account, you are able to track your applicant status in "My Applications". 

In order to be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position, be in good performance standing, and have been continuously employed at the University for at least six months.

Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume/ curriculum vitae, cover letter or any other documents within the application process.  It is recommended that you combine your cover letter and resume into one attachment. Attached documents should be in Microsoft Word or PDF format.

*This posting will close at 11:59 pm of the close date.

Disclosures

Clery Notice

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the University Police department at Florida International University provides information on crimes statistics, crime prevention, law enforcement, crime reporting, and other related issues for the past three (3) calendar years. The FIU Annual Security report is available online at: https://police.fiu.edu/wp-content/uploads/sites/54/2016/04/Campus_Security_Report__Safety_Guide.pdf.

To obtain a paper copy of the report, please visit the FIU Police Department located at 885 SW 109th Avenue, Miami, FL, 33199 (PG5 Market Station).

 

Pay Transparency

Florida International University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.  However, employees who have access to the compensation information of other employees or applicants as a part of  their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

 

FIU is a member of the State University System of Florida and an Equal Opportunity, Equal Access Affirmative Action Employer all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Country

USA