Special Events Manager

Posting DetailsPosting DetailsPosting Number S14283P Working Title Special Events Manager Department ENGR-Deans Office About the University of GeorgiaChartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state’s flagship university (https://www.uga.edu/). The proof is in our more than 240 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University’s main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,100 faculty and more than 7,700 full-time staff. The University’s enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly established School of Medicine.About The College/Unit/DepartmentThe College of Engineering at the University of Georgia is one of the fastest growing programs at UGA and one of the fastest growing public colleges of engineering in the nation. Since our founding in 2012, enrollment in the College of Engineering has grown to over 2,400 students. Students and faculty alike are attracted to our setting in a comprehensive, land-grant, research institution that’s consistently ranked among the 20 best public universities in the nation. Our rapidly expanding engineering program focuses on opportunities for learning, discovery and innovation at the confluence of disciplines.College/Unit/Department website https://engineering.uga.edu/ Posting Type External Retirement Plan TRS or ORP Employment Type Employee Benefits Eligibility Benefits Eligible Full/Part time Full Time Work Schedule Additional Schedule InformationStandard 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.Advertised Salary $48,000-$53,000: based on experience Posting Date 10/23/2025 Open until filled Yes Closing Date Proposed Starting Date 01/01/2026 Special Instructions to ApplicantsIn addition to your UGA Jobs application, please also upload the following materials:CV/ResumeCover Letter3 professional references with contact informationLocation of Vacancy Athens Area EEO Policy StatementThe University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).USG Core Values StatementThe University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.Position InformationClassification Title Event Planner II FLSA Exempt FTE 1.00 Minimum QualificationsBachelor’s degree in a related field or equivalent and 2 years of professional experiencePreferred QualificationsExperience coordinating/managing event logisticsExperience with OneUSG financial systemPosition SummaryThis full-time, exempt-level position is responsible for planning special events for the College of Engineering. This position interfaces with internal and external constituents to the University of Georgia.The successful incumbent will oversee in-person events, coordinate logistics, negotiate vendor contracts, and prepare and manage event budgets. This position will require the successful incumbent to exercise independent judgment and authority in building-out workflows, balancing multiple events, maintaining budgets, and managing tasks in an appropriate manner in accordance with multiple event deadlines. This position will report to the College of Engineering’s Senior Director of Operations and Special Projects.This position will also supervise and mentor a student employee and will help provide event resources for smaller team events within the college.Knowledge, Skills, Abilities And/or CompetenciesDemonstrated 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.Physical DemandsLifting 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).Is driving a responsibility of this position? Yes Is this a Position of Trust? Yes Does this position have operation, access, or control of financial resources? Yes Does this position require a P-Card? No Is having a P-Card an essential function of this position? No Does this position have direct interaction or care of children under the age of 18 or direct patient care? No Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications) Yes Credit and P-Card policyBe advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.Background Investigation PolicyOffers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.Duties/ResponsibilitiesDuties/ResponsibilitiesOversee Coordination of Special Events for the College of EngineeringPlan and manage all college-wide events including, but not limited to: Fall & Spring Convocation, Celebration of Excellence, Capstone Design Showcase, Alumni & Advisory Board meetings, Engineers Week Banquet, on-site conferences and college-wide meetings, and the scholarship program luncheon.This Position Will BeWorking 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 eventsSharing 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.Percentage of time 60 Duties/ResponsibilitiesCreate Budgets for Events and Ensure All Operations Are Within BudgetReviewing 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.Percentage of time 20 Duties/ResponsibilitiesManage Event Registrations and EvaluationsDevelop 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.Percentage of time 15 Duties/ResponsibilitiesOther DutiesAttending trainings, meetings, and other ad hoc events.Supervise student worker.Other duties as assigned.Percentage of time 5Contact InformationRecruitment ContactContact DetailsFor questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.Recruitment Contact Name Kelley Saussy Recruitment Contact Email kelleyrw@uga.edu Recruitment Contact PhonePosting Specific QuestionsRequired fields are indicated with an asterisk (*).* Do you have a valid Driver's license?YESNOApplicant DocumentsRequired DocumentsResume/CVCover LetterList of References with Contact InformationOptional Documents