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.

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The University of Tennessee System is the state’s oldest higher education institution and preeminent public university. The UT System is comprised of campuses at Knoxville, Chattanooga, Pulaski and Martin; the Health Science Center at Memphis; and the statewide Institute of Agriculture and Institute for Public Service. With a presence in each of Tennessee’s 95 counties and through the combined force of education, research and outreach, the University serves students, business and industry, schools, governments, organizations and residents statewide.

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The University of Tennessee System is the state’s oldest higher education institution and preeminent public university. The UT System is comprised of campuses at Knoxville, Chattanooga, Pulaski and Martin; the Health Science Center at Memphis; and the statewide Institute of Agriculture and Institute for Public Service. With a presence in each of Tennessee’s 95 counties and through the combined force of education, research and outreach, the University serves students, business and industry, schools, governments, organizations and residents statewide.

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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 of protocol in academic setting including ceremony, traditions and cultural customs.
• Advanced in organization and detail management.
• Knowledge of budgeting and financial policies and procedures.
• Advanced knowledge of Microsoft Office suite.
• Relationship management skills.
• Advanced analytical and problem-solving skills.
• Ability to react quickly, change directions or diffuse issues. Ability to effectively build and maintain relationships.
• Ability to remain calm and professional in stressful situations.
• Ability to manage staff and delegate work. Ability to effectively manage complex details of numerous events and projects.
• Excellent verbal and written communications skills with the ability to reach diverse audiences.
• Working knowledge of Associated Press Style.
• Strong organizational skills and high attention to detail with the proven ability to manage multiple, competing priorities.
• Excellent interpersonal skills and the ability to thrive in a collaborative, team-oriented environment.
• Proficiency with Microsoft Office Suite, Adobe, and other related technologies.
• Ability to maintain confidential and sensitive information.
  

Preferred Qualifications

Master's degree, university event management experience and knowledge of budgeting and contract process.

Application Process

For full consideration, applications should be accompanied by a letter of interest, a resume, and three professional references.

Compensation and Benefits

Compensation for this position is budgeted for $75,000 to $90,000

The University offers a comprehensive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits and much more. Additionally, Tennessee residents do not pay a state income tax. For more information on the University of Tennessee benefits, visit https://hr.tennessee.edu/benefits/

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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.