Pomona College
Director College Events
Pomona College, Claremont, California, United States, 91711
Job Posting Location:
Claremont, CA
Job Posting Title:
Director College Events
Job Description:
ABOUT POMONA COLLEGE:
Located near Los Angeles, California, Pomona College is widely regarded as one of the nation's premier liberal arts colleges. Established in 1887, Pomona College is known for small classes, a challenging curriculum, close relationships between students and faculty, and a range of student research and leadership opportunities. Pomona is a member of The Claremont Colleges.
JOB PURPOSE:
The Director, College Events, designs, produces and manages high-quality events for Pomona College and extends the Sagehen standard of community and hospitality for all internal and external guests. Reporting to the Vice President for Advancement, the Director is responsible for overall event services for the College and ensures that events support the college mission, engage campus communities, and reflect campus-wide priorities.
This position is a strategic leadership role responsible for planning, coordinating, and executing campus and regional events and conferences that cultivate relationships, raise revenue and philanthropic support, and enhance the College's reputation. This position leads the team responsible for many of Pomona’s high-profile functions and ceremonies (including Commencement, Founders Day, Veterans Day, Class Day, Family Weekend and Alumni Weekend), events sponsored by the Office of the President, conference and campus event services, public programming, all applicable contracts, signature College Advancement events both on campus and regional, donor receptions and other special gatherings.
The Director of College Events works closely and collaboratively across the campus and consortium, and especially with Presidents Office, Communications Office, Facilities, Catering, Finance, Registrar's Office, Academic Advising, Dean's Offices, Dean of Students, Bookstore, Alumni and Family Engagement, ITS, Faculty, Staff, and ASPC.
ESSENTIAL FUNCTIONS:
Reporting directly to the Vice President, Advancement, the Director of College Events performs the following essential duties and responsibilities:
Provides strategic direction for the planning and execution of high-quality in-person, virtual, and hybrid events, meetings, activities and functions across the College to ensure a high-quality audience experience in support of College priorities;
Provides exceptional service to all campus constituencies (faculty and staff, students, senior leaders, community members, alumni, trustees, distinguished guests, and donors), while guiding the development of new campus policies and procedures. The work of the director and the office will reflect an understanding of and sensitivity to campus culture as well as discretion and confidentiality, as needed;
Directs the cultivation and management of an external client and partner portfolio in a way that maximizes financial and community relations outcomes for the College while operating in harmony with the College’s primary mission as an academic institution;
Develops and implements policies and procedures for the use of College event services and facilities related to events, including developing and using tools that will help streamline processes;
Essential Functions: Conference and Event Planning
Executes all aspects of large- and small-scale events to the highest degree of excellence through exceptional customer service and efficiency;
Leads planning, project management, vendor management, guest and volunteer management, onsite execution, post-event follow-up and reporting for continual improvement, and other duties as assigned, particularly towards the ramp-up of a major fundraising campaign in support of Pomona College;
Creatively and thematically plans event experience and ambience to consistently produce unique engagements and drive high-quality attendee experience;
Provide leadership, professional expertise and support in the planning and execution of college events to ensure that the priorities of the College are reflected in the planning and presentation.
Provide expertise and support for colleagues across the College as they organize events and programs throughout the academic year, including:
Presidential and Institutional events
Faculty and academic unit conferences and events
Administrative unit conferences and events
Negotiate and execute contracts for guest speakers and artists as required for college events.
Collaborate with the Bridges Auditorium unit to leverage shared resources and expertise for the execution of college events.
Meets partners' event needs through consultation and advising, providing guidance and recommendations on event management that both considers unique stakeholders' preferences but also allows for sustainable and scalable programming;
Facilitates event planning, including site selection, accessibility, vendor negotiation, pre- and post-event communications, budget management, onsite staffing, permitting, and evaluation;
Stays abreast of industry trends and best practices within the field of event planning and customer/client service;
Oversees departmental budget and adherence to institutional purchasing policies;
Works closely with the Stewardship and Communications teams to design and implement production of all event materials that conform to Pomona's standards including invitations, event marketing, event collateral (digital and print), and to recognize and engage with major contributors to the College through creative experiences that reinforce the impact of philanthropy on the Pomona community;
In partnership with the Alumni and Family Engagement team, conceptualizes and executes high-profile alumni and family events, such as Family Weekend, Alumni Weekend, and regional events, designed to foster a sense of community and pride among alumni and families;
Serves as the principal authority for addressing conflicting events that arise and ultimately decides whether an event can be scheduled as requested;
Manages terms of existing contracts and writes and negotiates new contracts, including annual amendment changes, following College and state policies and guidelines. Works with College counsel to review and amend contracts and amendments as needed;
Essential Functions: Office and Team Management
Demonstrates strong interpersonal communications skills to build and foster a collaborative and cooperative work environment;
Builds good working relationships with all organizational levels and outside constituencies;
Hires, manages, mentors, and supervises events staff, as well as staff, students and alumni events volunteers;
Implements a continuous improvement process, including postmortems, post-event questionnaires for guests, internal staff surveys, etc., whereby events are immediately reviewed for successes and areas of improvement;
QUALIFICATIONS:
Education: Bachelor’s degree or relevant educational experience.
Licenses/Certificates: A valid driver’s license or equivalent means of reliable transportation to off-site meetings and events is required.
Experience: A minimum of 7 years of events management experience and demonstrated team management skills. Experience at an academic institution and service on a senior management team is preferred.
REQUIRED KNOWLEDGE AND CRITICAL SKILLS:
This position must possess the knowledge, skills and abilities to be able to successfully perform the essential functions of the job or must be able to demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other knowledge, skills and abilities not listed below.
Firm understanding of and demonstrated experience with events strategy and execution (including development events), the Los Angeles events market, industry best practices and trends, resource management, vendor management, client service and leadership.
Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, and leadership skills to supervise, facilitate, motivate and inspire a diverse group of employees. Must communicate well with internal and external stakeholders.
Demonstrate a strong entrepreneurial attitude, superb promotional and public relations skills, and a dedication to provide excellent customer service. Use exceptional/strong organizational and project management skills to complete work with accuracy and a keen attention to detail.
Build and maintain relationships with constituencies and stakeholders of diverse backgrounds. Demonstrate commitment to inclusive planning and programming.
Exercise high-level of integrity and honesty. Effective stress management/composure required.
Strong knowledge of Pomona, campus, vision, mission, goals, programs, policies and infrastructure.
Demonstrate sound judgment, effective decision-making skills, and discretion (including maintaining confidentiality as required).
Handle all activities and highly confidential information with patience, discretion, good judgment, courtesy and tact while working with people from a wide variety of backgrounds. Exercise diplomacy in dealing with highly sensitive, complex and confidential issues and situations.
Experience with Salesforce, including Marketing Cloud, as well as email marketing tools, event management software, mobile event apps, virtual platforms, streaming services.
Ability to work non-standard hours, including many nights and weekends.
Ability to travel in/out of state as needed.
REQUIRED HOURS:
The regular hours for this full-time
INTERIM
position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Holiday, weekend and evening work hours may be required. Travel may be required. Regular hours may vary due to needs of the College or division.
ANNUAL SALARY:
The annual salary for this role is between $110,000 and $125,000. The specific factors that the College will consider when offering a salary to an individual will include, but not be limited to: education, training, relevant prior experience, and performance in prior roles.
ADA/OSHA:This job description defines the essential job duties of this position. The College expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).
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Claremont, CA
Job Posting Title:
Director College Events
Job Description:
ABOUT POMONA COLLEGE:
Located near Los Angeles, California, Pomona College is widely regarded as one of the nation's premier liberal arts colleges. Established in 1887, Pomona College is known for small classes, a challenging curriculum, close relationships between students and faculty, and a range of student research and leadership opportunities. Pomona is a member of The Claremont Colleges.
JOB PURPOSE:
The Director, College Events, designs, produces and manages high-quality events for Pomona College and extends the Sagehen standard of community and hospitality for all internal and external guests. Reporting to the Vice President for Advancement, the Director is responsible for overall event services for the College and ensures that events support the college mission, engage campus communities, and reflect campus-wide priorities.
This position is a strategic leadership role responsible for planning, coordinating, and executing campus and regional events and conferences that cultivate relationships, raise revenue and philanthropic support, and enhance the College's reputation. This position leads the team responsible for many of Pomona’s high-profile functions and ceremonies (including Commencement, Founders Day, Veterans Day, Class Day, Family Weekend and Alumni Weekend), events sponsored by the Office of the President, conference and campus event services, public programming, all applicable contracts, signature College Advancement events both on campus and regional, donor receptions and other special gatherings.
The Director of College Events works closely and collaboratively across the campus and consortium, and especially with Presidents Office, Communications Office, Facilities, Catering, Finance, Registrar's Office, Academic Advising, Dean's Offices, Dean of Students, Bookstore, Alumni and Family Engagement, ITS, Faculty, Staff, and ASPC.
ESSENTIAL FUNCTIONS:
Reporting directly to the Vice President, Advancement, the Director of College Events performs the following essential duties and responsibilities:
Provides strategic direction for the planning and execution of high-quality in-person, virtual, and hybrid events, meetings, activities and functions across the College to ensure a high-quality audience experience in support of College priorities;
Provides exceptional service to all campus constituencies (faculty and staff, students, senior leaders, community members, alumni, trustees, distinguished guests, and donors), while guiding the development of new campus policies and procedures. The work of the director and the office will reflect an understanding of and sensitivity to campus culture as well as discretion and confidentiality, as needed;
Directs the cultivation and management of an external client and partner portfolio in a way that maximizes financial and community relations outcomes for the College while operating in harmony with the College’s primary mission as an academic institution;
Develops and implements policies and procedures for the use of College event services and facilities related to events, including developing and using tools that will help streamline processes;
Essential Functions: Conference and Event Planning
Executes all aspects of large- and small-scale events to the highest degree of excellence through exceptional customer service and efficiency;
Leads planning, project management, vendor management, guest and volunteer management, onsite execution, post-event follow-up and reporting for continual improvement, and other duties as assigned, particularly towards the ramp-up of a major fundraising campaign in support of Pomona College;
Creatively and thematically plans event experience and ambience to consistently produce unique engagements and drive high-quality attendee experience;
Provide leadership, professional expertise and support in the planning and execution of college events to ensure that the priorities of the College are reflected in the planning and presentation.
Provide expertise and support for colleagues across the College as they organize events and programs throughout the academic year, including:
Presidential and Institutional events
Faculty and academic unit conferences and events
Administrative unit conferences and events
Negotiate and execute contracts for guest speakers and artists as required for college events.
Collaborate with the Bridges Auditorium unit to leverage shared resources and expertise for the execution of college events.
Meets partners' event needs through consultation and advising, providing guidance and recommendations on event management that both considers unique stakeholders' preferences but also allows for sustainable and scalable programming;
Facilitates event planning, including site selection, accessibility, vendor negotiation, pre- and post-event communications, budget management, onsite staffing, permitting, and evaluation;
Stays abreast of industry trends and best practices within the field of event planning and customer/client service;
Oversees departmental budget and adherence to institutional purchasing policies;
Works closely with the Stewardship and Communications teams to design and implement production of all event materials that conform to Pomona's standards including invitations, event marketing, event collateral (digital and print), and to recognize and engage with major contributors to the College through creative experiences that reinforce the impact of philanthropy on the Pomona community;
In partnership with the Alumni and Family Engagement team, conceptualizes and executes high-profile alumni and family events, such as Family Weekend, Alumni Weekend, and regional events, designed to foster a sense of community and pride among alumni and families;
Serves as the principal authority for addressing conflicting events that arise and ultimately decides whether an event can be scheduled as requested;
Manages terms of existing contracts and writes and negotiates new contracts, including annual amendment changes, following College and state policies and guidelines. Works with College counsel to review and amend contracts and amendments as needed;
Essential Functions: Office and Team Management
Demonstrates strong interpersonal communications skills to build and foster a collaborative and cooperative work environment;
Builds good working relationships with all organizational levels and outside constituencies;
Hires, manages, mentors, and supervises events staff, as well as staff, students and alumni events volunteers;
Implements a continuous improvement process, including postmortems, post-event questionnaires for guests, internal staff surveys, etc., whereby events are immediately reviewed for successes and areas of improvement;
QUALIFICATIONS:
Education: Bachelor’s degree or relevant educational experience.
Licenses/Certificates: A valid driver’s license or equivalent means of reliable transportation to off-site meetings and events is required.
Experience: A minimum of 7 years of events management experience and demonstrated team management skills. Experience at an academic institution and service on a senior management team is preferred.
REQUIRED KNOWLEDGE AND CRITICAL SKILLS:
This position must possess the knowledge, skills and abilities to be able to successfully perform the essential functions of the job or must be able to demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other knowledge, skills and abilities not listed below.
Firm understanding of and demonstrated experience with events strategy and execution (including development events), the Los Angeles events market, industry best practices and trends, resource management, vendor management, client service and leadership.
Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, and leadership skills to supervise, facilitate, motivate and inspire a diverse group of employees. Must communicate well with internal and external stakeholders.
Demonstrate a strong entrepreneurial attitude, superb promotional and public relations skills, and a dedication to provide excellent customer service. Use exceptional/strong organizational and project management skills to complete work with accuracy and a keen attention to detail.
Build and maintain relationships with constituencies and stakeholders of diverse backgrounds. Demonstrate commitment to inclusive planning and programming.
Exercise high-level of integrity and honesty. Effective stress management/composure required.
Strong knowledge of Pomona, campus, vision, mission, goals, programs, policies and infrastructure.
Demonstrate sound judgment, effective decision-making skills, and discretion (including maintaining confidentiality as required).
Handle all activities and highly confidential information with patience, discretion, good judgment, courtesy and tact while working with people from a wide variety of backgrounds. Exercise diplomacy in dealing with highly sensitive, complex and confidential issues and situations.
Experience with Salesforce, including Marketing Cloud, as well as email marketing tools, event management software, mobile event apps, virtual platforms, streaming services.
Ability to work non-standard hours, including many nights and weekends.
Ability to travel in/out of state as needed.
REQUIRED HOURS:
The regular hours for this full-time
INTERIM
position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Holiday, weekend and evening work hours may be required. Travel may be required. Regular hours may vary due to needs of the College or division.
ANNUAL SALARY:
The annual salary for this role is between $110,000 and $125,000. The specific factors that the College will consider when offering a salary to an individual will include, but not be limited to: education, training, relevant prior experience, and performance in prior roles.
ADA/OSHA:This job description defines the essential job duties of this position. The College expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).
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