UC San Diego
Executive Director of Special Events
Salary Range: $78,900 -
The Office of Special Events & Protocol
(SE&P) is a division of UC San Diego’s University Communications and Public
Affairs and reports to the Assistant Chancellor within the Chancellor's Office
VC Area. Its primary function is to plan and manage events hosted by the
Chancellor and Executive Vice Chancellor for Academic Affairs and for advising
the UCSD community on matters of protocol, visits by the UC Office of the
President, Regents or high-ranking government officials and serves as the
liaison to the Office of the Chancellor in scheduling the Chancellor's
participation at events. SE&P also coordinates the University’s Medals
programs and consults on program issues, events, ceremonies and dignitary
visits sponsored by divisions throughout the campus community. SE&P sets
the stage for introducing potential donors and advocates to the excellence and
innovation that are hallmarks of UCSD’s programs, faculty and students.
Thousands of donors, dignitaries, elected officials, media, alumni, members of
the community, faculty, staff, students and parents take part each year in
events coordinated by SE&P.
The Executive Director of Special
Events and Protocol, reporting to the Assistant Chancellor, is a member of the
UCPA senior management team advising the Assistant Chancellor in all areas
related to highly visible, overarching campus activities that advance UC San
Diego objectives, particularly those that raise campus visibility and secure
financial support from donors and friends of the University. Serves a critical
function as the campus coordinator who consults with senior campus leaders to
identify, plan and encourage staff within and outside UCPA to participate in
overarching campuswide events. Gains consensus and maintains timetables of
program and event milestones, projects and tracks an annual events budget,
ensures adherence to UC and campus funding policies, and oversees the overall
implementation of complex and detailed program plans. Holds events staff
responsible for strict adherence to pre-approved events budgets. Ensures the
Business Operations Manager completes timely reconciliation of event
expenditures and prompt payment of expenditures by and to internal and external
Serves as a talent manager for
staffing, including volunteers, both within Special Events and Protocol (SEP)
and the campus community in order to assemble the complement of staff and
volunteers vital to the success of major projects. Identifies and hires outside
vendors and approves those contracts, having overall responsibility for all
aspects of event management.
Has full responsibility and
accountability for high-profile events that provide important forums for
interactions with community leaders, elected officials, volunteer organizers
and business leaders. Serves as the campus resource on developing and maintaining
campus protocols including social and event etiquette for all aspects of
events. This function is part of the overall Communications and Public Affairs
outreach effort in developing and maintaining a spirit of goodwill that fosters
the best possible institutional image internally and externally. Provides
leadership to the Senior Director as the campus expert dedicated to the
development of dynamic public events that strategically promote UC San Diego.
Develops a strategic annual events
budget in collaboration with the Assistant Chancellor. Collaborates with the
Senior Director and Business Operations Manager to ensure complex and detailed
budgets are preapproved for major events, including vendor negotiations and
contracts, purchasing, equipment projections and proper method of payment of
all invoices. Supervises budgetary planning for each event, ensuring compliance
with UCOP and UC San Diego purchasing and financial policies. Primary
responsibilities are for the oversight and hands-on attention to ensuring that
all activities, from major campuswide signature events to Chancellor-hosted
activities, stay within budget and ensuring compliance with funding rules.
Operates in the complex and sophisticated area of entertainment that is
considered exception to policy and must give critical oversight to these
Responsible for overall operations
and resource management of SEP. Other key areas of responsibility include
supervision of SEP, staff recruitment for SEP hiring and oversight of human
resources. Directs and collaborates with the Business Operations Manager
regarding human resources issues to include staffing and recruitment and
overall recommendations and information presented to the Assistant Chancellor.
Plays an integral role in the inner
workings of the campus, serving as the ambassador to campus units to encourage
participation in major campus initiatives, leading and coordinating
professional-level communicators in creating and executing dynamic strategic
and tactical approaches to managing the highest level activities of UC San
Diego. The Executive Director represents the Assistant Chancellor, if
• Please submit a cover letter
for a complete application.
• Strong experience with all
aspects of event management and production and public relations. Proven
professional management, production and public relations experience and
training in high profile, public events and large-scale collaborative projects.
• High degree of experience with
both planning and implementation and contracting with and coordination of
• Excellent knowledge of
program management and leadership skills. Comprehensive staff and budget
administration skills. Demonstrated ability to effectively oversee and
accomplish goals in a manner that enhances the image of the university.
• Demonstrated strong
leadership skills providing vision, motivation and guidance to staff, volunteer
leaders, and community groups. Demonstrated superior human resource management
• Excellent interpersonal
communications skills to build and foster a collaborative and cooperative work
environment to build and maintain good working relationships with all
organizational levels and outside constituencies.
• Excellent political acumen,
judgment, decision-making and problem recognition, avoidance and resolution.
Demonstrated integrity, team-building and resourcefulness in working with
• Exceptionally strong
organizational and time management skills. Set priorities to importance of job
responsibilities, deadlines, competing requirements, and complexities.
• Excellent knowledge of
management principles, policies, concepts and best practices and skill to
select, train, mentor, evaluate and, as required, take disciplinary action with
• Excellent knowledge of the
campus, its vision, mission, goals, programs, policies and infrastructure.
• Superior ability to formulate
and deliver recommendations to the Chancellor, Vice Chancellors, university
officials and high-level donors to present and position the university in a
manner that is appropriate. Proven experience in addressing multiple statistics
and facts to form talking points, and to oversee the material written to
present this information.
• Demonstrated ability to
adhere to a strict code of confidentiality and discretion of privileged
information while performing a wide range of duties that require tact,
sensitivity, independent judgment, diplomacy, and flexibility.
• Sophisticated level of
knowledge of generally accepted social and university procedures of etiquette
• Demonstrated knowledge and
application of accounting and budgetary skills. Ability to establish,
implement, monitor and evaluate financial planning and reporting systems.
Proven ability to interpret budgetary policies and procedures and to take
appropriate action concerning purchasing and contract negotiations.
• Must have a demonstrated
record as a consensus builder.
• Job offer is contingent on
clear Background Check.
The University of California is an
Equal Opportunity/Affirmative Action Employer. All qualified applicants will
receive consideration for employment without regard to race, color, religion,
sex, national origin, disability, age, protected veteran status, gender
identity or sexual orientation. For the complete University of California
nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html
Location/Region: San Diego, CA