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 required.
Please submit a cover letter for a complete application.
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 error.
Expert knowledge of the campus, including its achievements, vision, mission, goals, programs and infrastructure.
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 client satisfaction.
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 ne
UC San Diego is an academic powerhouse and economic engine, recognized as one of the top 8 public universities by U.S. News and World Report. Innovation is central to who we are and what we do. Here, students learn that knowledge isn't just acquired in the classroom - life is their laboratory. UC San Diego's rich academic portfolio includes six undergraduate colleges, five academic divisions and five graduate and professional schools. The university's award-winning scholars are experts at the forefront of their fields with an impressive track record for achieving scientific, medical and technological breakthroughs.