Special Events Director, Division of Communications and Marketing - UT System Administration

This position leads strategic management, planning and execution of all high priority System-led events, including designing events, managing, coordinating, and implementing special events on and off campus and in coordination with other members of UT System Administration (UTSA) and the UT System Division of Communications and Marketing (DOCM). Works closely with the UT System President and Executive Leadership Team (ELT) to set goals for events and hosting high-level events. Creates and manages event budgets and contracts, and directs all procurement processes to ensure all products and services are consistently high quality from vendors.

Leads a continuous improvement process for existing and annual small- and large-scale events, and maintains operational and creative oversight in carrying out event themes and concepts, venue presentation and pre- and post-event print and digital communication and photography.

Creates a multi-year planning calendar for UTSA, the President, ELT and DOCM.

Specific responsibilities include but are not limited to:

Event Management and Logistics:

• Leads the planning for and execution of small- and large-scale events for UTSA as directed by the President, ELT and DOCM. 
• Works closely with DOCM to ensure brand consistency and promotion. Also works closely with special event directors at UT campuses and institutes across the state. 
• Oversight of event management and logistics, including but not limited to securing locations, arranging catering and logistics for one-day and multi-day leadership events/retreats..
• Responsible for ensuring that all system initiatives and events are consistent with the University’s brand and core values, mission, and the System’s strategic plan goals.  
• Develops strategic plan for events and designs events to produce desired outcomes that contribute to the overall goals of the University. 
• Manages and oversees the design, appearance, presentation, themes and details of System-led events for the office of the President, DOCM and Government Relations, as well large-scale summits/conferences led by System divisions as needed. 
• Manages large-scale events and relations that may consist of multiple components with internal/external clients; works with high-level contacts such as dignitaries, elected and appointed officials. 
• Leads decision-making process for look/feel/theme of events.
• Ensures that all contact lists are kept up to date and that the appropriate individuals are strategically included in initiatives and events that represent the University’s core values.
• Develops and maintains event toolkit, including venue locations, caterers, rentals and AV for System departments to utilize with department level events.
• Cultivates and manages relationships with clients and vendors.
• Stays abreast of industry trends and sets creative tone for events. 
• Incorporates feedback and lessons learned for continuous improvement.
• Writes and edits scripts, talking points and stage directions. 
• Conducts pre-event briefings with President, Executive Leadership Team and other System divisions who will play a key role in an event.
• Builds a strategic, multi-year events calendar that contributes to goals contributing to the University's reputation through engaging stakeholders, creating and maintaining strategic partnerships, and celebrating milestones.
• Supervises staff and volunteers for events.
• Ensures all system initiatives and events are consistent with the University’s core values, mission, and the BeOneUT Strategic.

Staff Management:

• Supervises student interns involved in special event support, volunteers and contract workers as needed. 
• Provides direction to employees of other UTSA Divisions assisting in the set up or execution of system-level events.

Vendor Relationships, Budget and Contracting:

• Create and adhere to event budgets
• Works closely with and develops relationships with event vendors to ensure high quality service.
• Oversight of contracts, vendor orders, submission of invoices and authorization for final payment.

Required Qualifications

Bachelor's degree and 5-7 years of experience in event management at a high level.

Additional knowledge, skills and abilities:

• Understanding of, appreciation for, and commitment to the Be One UT values.
• Uncompromised integrity and ethics.
• Strong analytical, critical thinking and problem-solving skills.
• Rigorous commitment to quality and continuous improvement.
• Expert knowledge in large-scale events, conferences and seminars. 
• Ability to collaborate with and advise senior management and distinguished guests.
• Expert knowledge of social and business etiquette. Advanced knowledge