UC San Diego
Senior Director, Special Events and
Filing Deadline: Fri 7/27/2018
Hiring Salary Range
$71,000 - $93,250 / Year
The Office of Special Events & Protocol
(SEP) is a division of UC San Diego’s University Communications and Public
Affairs reporting to the Chancellor’s Office. Its primary function is to plan
and manage campus-wide events and advise the UC San Diego community on all
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. SEP also
coordinates the University’s Medals programs and consults on program issues,
events, ceremonies and dignitary visits sponsored by divisions throughout the
campus community. SEP sets the stage for introducing potential donors and
advocates to the excellence and innovation that are hallmarks of UC San Diego’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 SEP.
The Senior Director, Special Events
and Protocol manages the most complex campus-wide events, which are of the
highest visibility with high organizational and community impact and high risk,
requiring expert technical expertise because of the status of attendees,
security concerns, and a high consequence of error. Typically these types of
events have little or no precedence. Is considered the subject matter expert on
campus and is recognized as an expert externally in the industry. Serves as a
resource to event specialists in all Vice Chancellor areas. Responsible for
bringing all event stakeholders together to coordinate and manage the intricate
processes of University sponsored events and ceremonies. Uses public relations
expertise and political acumen to plan and execute visits from high level
dignitaries including politicians and heads of state. Meets or exceeds
Chancellor's Office expectations for each event according to the tone set in
the planning process.
Reporting to the Executive Director,
Special Events and Protocol (SEP), the Senior Director develops and maintains
protocols for special events keeping them current to university policies and
procedures as well as industry standards. Manages campus-wide communication of
university policies and campus protocols for events including social and event
etiquette. Serves as Chair of the UC San Diego Events Council composed of event
managers from across campuses.
Responsible for leadership and
management of the University’s Volunteer Engagement Programs including the
campus volunteer service program for UC San Diego staff and the Visitor’s Guide
program, which hosts visitors and dignitaries to campus on a regular basis.
Responsible for the day-to-day
supervision of SEP event staff, as well as temporary staff and volunteers
reporting to SEP who are involved in campus-wide events. Takes the lead on
streamlining, managing, and maximizing resources for the designated annual
expenditure portfolio. Develops and maintains comprehensive event budgets and
ensures that event costs do not exceed budgeted allocations.
Has authority to act as the
Executive Director in their absence, including making decisions and approvals
on their behalf.
Evenings and weekends may be
Please submit a cover letter for a
• Expert skills in all aspects of
event planning / management, including thorough understanding of effective
design, organization and production of quality events. Particularly for events
with high-visibility and -impact, and significant risk and low margin for
• Expert knowledge of the campus,
including its achievements, vision, mission, goals, programs and
• Expert public relations skills.
• Expert interpersonal communication
skills to build and maintain sound working relationships at all campus levels
and with a variety of publics; mentor less experienced staff. Advanced ability
to interact and communicate in a positive manner, using tact and diplomacy, and
with experience serving in a liaison capacity with a diverse clientele,
including prominent social and political figures, high level dignitaries and
officials, leaders at all levels of the organization, local administrators,
department heads, and volunteers.
• Expert political acumen and social
perceptiveness to successfully meet the needs of guests and ensure guest and
• Expert judgment, decision-making
and problem recognition / avoidance / resolution skills.
• Expert skills in meeting goals and
objectives within budget and time constraints.
• Ability to establish a strong
network of campus contacts to build knowledge about events and programs in
order to secure support for department needs.
• Ability to lead teams in the
development, implementation, management and evaluation of complex events
involving multiple constituencies.
• Ability to provide strategic
planning advice and guidance to university students, staff, faculty, alumni and
campus VIPs on all aspects of event management, setting clear goals and
objectives with measurable outcomes.
• Expert oral and written
communications skills to compose clear and concise correspondence using correct
grammar, punctuation, spelling, editing, formatting, and proofreading skills.
• Proven experience and knowledge in
effective contract negotiations and strategies.
• Advanced ability to develop and
manage organizational plans. Ability to gather and analyze data, organize and
implement processes and policies that will efficiently guide and assist
management and staff in evaluating effectiveness of day-to-day operations that
can result in improvements.
• Exceptionally strong
organizational and time management skills; detail oriented. Demonstrated
ability to set priorities that take into consideration job responsibilities,
deadlines, competing requirements and complexity.
• Ability to maintain the highest
level of confidentiality, and act with tact and discretion with sensitive
information. Demonstrated integrity, dependability, and resourcefulness with a
strong work ethic.
• Ability to perform assigned duties
independently and effectively, remaining flexible and responsive to constantly
changing priorities. Proven ability to view tasks from varying perspectives.
• Advanced knowledge and ability to
utilize various software applications such as Microsoft programs, with a high
degree of accuracy and speed.
• Expert skills applying principles
of personnel management to motivate staff and volunteers.
• Advanced presentation skills and
ability to conduct training sessions one-on-one and in groups. Skill in
facilitating discussions, input sessions and meetings.
Job offer is contingent upon
satisfactory clearance based on Background Check results.
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
UC San Diego is a smoke and tobacco
free environment. Please visit smokefree.ucsd.edu
for more information.
Location/Region: San Diego, CA