Manager, Events and External Affairs- Polk State College Foundation (2024055)

Manager, Events and External Affairs- Polk State College Foundation (2024055)

Job Description

About the Position

The Manager, Events and External Affairs is responsible for professionally executing high-quality annual events with the goal of both meeting budgeted fundraising expectations and cultivating/building relationships between Polk State College Foundation and its prospects, patrons, and donors. They execute a multitude of event logistics while managing the foundation's special events from start to finish, raising foundation visibility and securing financial support for the Polk State College Foundation. This position works closely with their supervisor to prepare budgets and provides periodic progress reports for each event project. Oversight includes coordinating with multiple departments and vendors and processing of key documents, including contracts, check requests, invoicing, and reporting.

Under the supervision of the Vice President of Resource Development/Executive Director of the Polk State College Foundation, this individual also is responsible for creating and disseminating written event briefings, registration and attendance reporting, schedules, timelines and other relevant documents. Partnering closely with colleagues, administrators, and community members, this person will support the mission and vision of the Foundation while focusing on fundraising and development.

This role is an exciting opportunity to leverage your exceptional project management skills, along with your deep understanding of community issues, to produce exceptional experiences that bring people together to advance College and departmental goals. The Manager, Events and External Affairs is a nimble, strategic, and seasoned professional who drives and plans a large number, and a wide variety of outstanding events that increase the Foundation's and College's brand awareness and impact.

Essential Functions and Duties

Event Management

• Provide excellent customer service to internal and external audiences while working professionally and within allocated budget in scheduling events and deliverables with vendors to ensure on-time services.

• Provide courteous, professional service in interactions with guests at College sanctioned/sponsored events.

• Manage event logistics not limited to maintaining an event's calendar, securing a list of potential speakers for various functions, invitations (electronic and print), RSVP/guest management, venue research, food and beverage arrangements, audio/visual arrangements, room set-up details, event signage and visuals and sourcing and procuring appropriate rentals and decor.

• Communicate in a timely and effective manner with colleagues integral to the set-up and smooth operation of college events (e.g., facilities, IT, etc.).

• Understand conference facilities, technology, and equipment needed to support events.

• Prioritize and manage several projects utilizing excellent organizational and time management skills.

• Generate reports using data regarding event participation and expenditures/budgets to inform future and ongoing event planning by organizing resources and establishing priorities.

• Maintain an ongoing, up-to-date Events Calendar from inception to completion (inclusive of developing invitation lists for approval to drafting thank you notes).

• Manage a portfolio of high profile, multi-faceted events for the Foundation including the planning, coordination, implementation, and ultimate evaluation of each event.

• Create, compose, and edit written materials for events (e.g., invitations, ads, posters, news clips, announcements, etc.).

• Work closely with supervisor to ensure timely, effective, and transparent communications regarding assigned programming.

• Monitor event and project budgets in real-time.

• Plan and execute additional special events as opportunities arise, including fundraisers, meetings, trainings, etc.

• Maintain knowledge of the most up to date trends for effective event planning and project management.

• Understand and communicate impact of policies, procedures, laws on planning events and special projects.

• Develop and communicate implementation strategies for feasibility and safety of events and special projects.

External Affairs

• Develop and oversee department budget and strategic plan to expand fundraising and special events while maintaining vision and mission consistency.

• Identify, cultivate, solicit, and steward donors to meet fundraising goals

• Recruit, coordinate, support, and motivate community partners.

• Increase participation, revenue, and awareness for Foundation events.

• Track event donations and assist with acknowledgement process.

• Research, negotiate, and contract with agency vendors.

• With the support of the Office of Communications and Public Affairs, develop promotional materials and digital/website copy.

• Stay up to date on philanthropy trends, current events, and civic/community issues and elected leaders, as well as marketing and PR industry developments to ensure that Foundation content is relevant and timely.

• Maintain thriving relationships with a wide range of partners, vendors, donors, and government teams.

• Maintain spreadsheets, databases, and auditable records for budget purposes, including but not limited to contracts, receipts, staffing, service invoices and vendor expenditures.

• Participates as an effective member of institutional team by completing assigned tasks, accepting additional assignments and/or reassignments within the general scope of this position.

Required Skills:

• Possess strong communication skills (verbal, written, and interpersonal) and an excellent customer service mentality with a sense of humor, creativity, and joyfulness in the work.

• Highly motivated, action-oriented self-starter with strong organizational skills, especially planning and coordination.

• Maintain high level of integrity, professional maturity, and sound judgment with the ability to exercise good judgement and discretion in handling sensitive and confidential matters.

• Ability to be a highly resourceful team-player that thrives in a collaborative setting. Ability to be extremely effective independently.

• Proactive with approaches to problem-solving with strong decision-making capability.

• Ability to maintain effective working relationships and conduct oneself with professionalism.

• Ability to delegate tasks appropriately and lead teams to produce a high volume of high-quality outputs.

• Excellent time/task management skills demonstrating the ability to manage multiple projects and budgets simultaneously to successful completion in a fast-paced, deadline-driven environment.

• An ability (and joy!) to focus on the details and see the big picture at the same time.

Working Conditions/Additional Information

• This position is a full-time on-campus position located at our Winter Haven campus, but will travel to event locations as necessary. (Remote/hybrid options are not available.)

• Weekend and evening work may be required.

• Position may be required to work during College closures (such as winter/spring break and inclement weather closures).

• Reliable transportation is required for travel to campuses and centers. Possession of a valid Florida’s Driver’s License is required (or must be eligible to obtain a Florida’s license within 30 days).

• This position will require the ability to lift at least 20 lbs.

Salary and Benefits Information

• This position is a level P15. Please see below for specific salary range.

• We offer an excellent employer-paid benefits package including the following: Medical, Dental, Life, Long-Term Disability, Vacation (except faculty), Holiday and Sick Leave, Retirement (if eligible) and college fee waivers. Other employee-paid, voluntary benefits (vision, short-term disability, etc.) are also available.

Required Education

• Bachelor’s degree from an accredited institution required.

• Alternate credential: Associate’s degree with 5-7 years of documented related successful events management.

Preferred Education

• Bachelor’s degree from an accredited institution in event management, non-profit management, business, marketing, psychology, or communications preferred.

Required Experience:

• Minimum 3 years of relevant experience of demonstrated experience planning and managing large and small high-quality events required.

Preferred Experience

• Experience in Higher Education setting preferred.

• Experience working in non-profit organization/foundation preferred.

• Knowledge and understanding of the local community (Polk County and surrounding area) a plus.

Submissions that do not include all parts of the following required information will not be considered:

• a resume

• an electronic job application (all sections MUST be completed)

This position will close at 8:00 a.m. on Friday, April 5, 2024.

Important Information

• If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended, or deemed ineligible depending upon the date of your retirement.

• Polk State College participates in E-Verify. Candidates must provide documentation of eligibility to work in the United States. Polk State College does not provide visa sponsorship.

• Polk State College is committed to equal access/equal opportunity in its programs, activities, and employment. For additional information, visit polk.edu/compliance.For questions or concerns, please contact: Lonnie Thompson, Chief of Institutional Compliance & Engagement/Title IX Coordinator; lthompson@polk.edu.

• To request Veteran’s Preference, please be sure to upload all necessary documents (DD-214, etc.) to your application.

• Polk State College is a drug-free workplace.

• Polk State College is committed to working with and providing reasonable accommodation to applicants and employees with disabilities. Reasonable accommodations are considered on a case-by-case basis.

• Reference checks, successful completion of a background check, and third-party Education Verification for all stated degrees will be required prior to employment.

• Polk State College does NOT provide relocation assistance for this position.

We encourage applicants to provide feedback of their experience or request help at Careers@polk.edu.

Company Location:

Winter Haven Campus

Salary Type:

Annually

Salary:

46,450.06 - 58,590.57 USD

Employment Term: R-Regular

Assignment Type: FULLTIME

Pay Level: P14

FLSA Status: Exempt

To apply, visit https://apptrkr.com/5126148

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