Events and Sponsorship Manager

Transcription

1 Position Description Events and Sponsorship Manager Lincoln University June

2 Position Description Events and Sponsorship Manager Context Lincoln University is New Zealand s specialist land-based university, with a mission to tackle global challenges: Feed the World, Protect the Future, and Live Well. The University is committed to teaching and research excellence, and prides itself on its unique student experience and research culture that empowers its students, staff and graduates to make a real difference. With three academic faculties, two teaching divisions, several research centres, and a range of corporate service units, the University draws its students from throughout New Zealand and from over 60 countries. The University has a student roll of around 3,000 and approximately 600 staff. The Customer Engagement Team is responsible for identifying and developing new external opportunities for the University including domestic and international student marketing and relations, alumni relations and philanthropy, communications and branding, and the development of new business and commercial opportunities. Purpose The Events and Sponsorship Manager is responsible for the running of external and internal marketing and recruitment events, alumni events, and other sponsored activities, that present the University appropriately and attractively to prospective students and other stakeholders in accordance with the University Business Plan.They are also responsible for developing the yearly events plan and budget, and managing sponsorship opportunities Key Outputs Event Organisation University events are delivered on time, within budget and are professionally and successfully organised. Develop and implement a yearly plan of events with associated budget, in liaison with key stakeholders Lead the planning, implementation and completion of events identified in the yearly plan Enable innovative events(including facilitation of new ideas) to meet the outcome requirements, identified in the yearly plan in conjunction with the Customer Business Partner facilitate and manage university wide staff to get them involved in a wide variety of events and interactions Develop and implement a yearly events plan, and associated budget To project manage events agreed and in line with strategic plans for the portfolio. Develop and implement budget and project plans for each event. Organise venues, catering, speakers, display materials, signage, promotional materials, accommodation and IT requirements. Ensure clients are conferred with throughout the planning process including a post event debrief. Ensures appropriate staffing levels, pre, during and post event, including utilisation of current and casual staff members. 2

3 Key Outputs Coordinate events and events management closely with the wider university in particular Facilities Management and Lincoln Hospitality. Foster and promote communication regarding innovation and continuous improvement in events held Ensure promotional materials for events are designed and produced in conjunction with the Marketing Teams branding requirements Ensure communications plans for events are developed and implemented in conjunction with the Communications team, and are in line with the Communications Strategy Ensure data collection strategies and competitions align with appropriate legislation e.g. Unsolicited , Gambling laws. Sponsorship Management Manage the sponsorship budget in consultation other Customer Engagement and Insights staff members and the Manager, Communications and Marketing, to ensure optimal use of sponsorship funds. Customer Liaison, Advice and Consultation Customers requirements are clearly and correctly ascertained and viable and acceptable alternative suggestions are made if necessary. Merchandise, Equipment and Maintenance Management Ensure criteria for decision making and allocation is met Optimisation is in line with Lincoln University strategies for recruitment Look for opportunities to leverage activities for the benefit of Lincoln. Participate in briefing sessions with parties requiring event assistance. Discuss job details with the customer and provide advice as necessary. Clarify areas not well understood by the customer or Event Manager. Ensure customer s requirements, information and materials supplied are complete and suitable. Supply events plans at appropriate stages in the process to appropriate bodies. Ensure client signs off on planning as necessary. Appropriate staff and the wider University have access to merchandise, display equipment and other branded materials as required. Develop and manage the events equipment and merchandise booking service for the portfolio. Ensure records of merchandise and equipment are maintained and asset registers are up-todate. Monitor the state of equipment and repair or replace as required. 3

4 Key Outputs Ensure all promotional equipment meets University branding specifications and enhances the brand. Manage the allocation of resources and budget for producing event equipment and merchandise. Staff Management Set objectives for any staff member and review progress against these on a regular basis Ensure professional development and appraisal sessions are completed annually for each individual staff member, including updating position descriptions and required. Ensure the individual members of the team deliver to targets and work in tandem as an effective and synergistic team. Relationship Management Staff reporting to the Events and Sponsorship Manager are informed of expected work standards and current priorities, are appraised regularly, and receive adequate training and support. Issues or advice that targets or timeframes may not be met are immediately communicated to the Manager, Communications and Marketing Relationships to ensure excellent events are delivered and maintained Treaty of Waitangi Support the University to meet its obligations under the Treaty of Waitangi. Internal Relationships are managed appropriately Supplier and venue relationships are manager and maintained Fulfilment of Business Partner/Event Sponsor contracts and relationships are managed and maintained Demonstrates, and encourages others to demonstrate, support for the University s commitment to the Treaty of Waitangi. Health & Safety Becomes familiar, and comply, with all H&S policies and procedures. Complies with all Lincoln University legislative requirements in respect of occupational H&S. Reports any hazard that has come to your attention. Wears protective clothing/apparatus as required. Ensures staff compliance with occupational health and safety legislation and regulations. All Lincoln University H&S policies and procedures are complied with. All Lincoln University legislative requirements in respect of occupational health and safety are complied with. The employer is notified of any hazard that has come to the employee s attention in the course of their employment. Protective clothing/apparatus are used where procedures or common sense would warrant this. All health and safety registers are up to date. 4

5 Key Outputs Ensures that day to day operational health and safety management is accepted and carried out at line management level. Manages team and individual health and safety performance. Ensures health and safety programmes are sustained, and sufficient resources allocated for health and safety to function effectively. Reports as required on health and safety issues to the Health and Safety Manager. Other University Responsibilities Comply with all legal and University requirements in respect of the administration and management of all university records. Other reasonable duties, that are aligned to your skills and experience as required. All health and safety policies and procedures are followed and health and safety legislation is complied with. All HSNO requirements are being met. Infectious diseases are notified immediately. All accidents, incidents and near misses are reported immediately. All legal and University requirements are complied with in respect of the administration and management of all university records. Agreed KPI s are met. Staff Supervised The Events and Sponsorship Manger is responsible for the coordination of the other staff and students involved in specific events, and for any casual staff that may be employed to support events. Accountability The Events and Sponsorship Manager reports to the Manager Communications and Marketing, through to the Director Student and Stakeholder Engagement, and thence to the Chief Operating Officer. Key Relationships The Events and Sponsorship Manager is expected to establish effective working relationships with: Customer Engagement and Insights staff, Other University staff on campus, in particular course advisors and programme leaders and support staff (e.g LincWorks/LHL) Current students Student recruitment staff at other tertiary institutions LUSA Suppliers and other external networks and contractors 5

6 Person Specification Qualifications and Experience A tertiary qualification in Event Management or relevant area is preferred however equivalent knowledge may be demonstrated through at least 4-5 years experience in a similar role. Previous success in running and coordinating events (both internal and external) is essential. Demonstrable experience in the management of multiple events at one time, in disparate locations is essential. Proven experience in leading the planning, organising and delivery of events is essential Staff management is preferred particularly the coordination of causal and volunteer staff Knowledge of, or experience within, the secondary school or tertiary education environment is preferred. Successful experience in a customer-focused, service delivery area is essential. Experience in purchasing and promotion of products or services is essential. Experience in organising and facilitating focus groups is desirable. A current, unrestricted private motor vehicle licence is required. Technical Skills Proven time-management and organisational skills and the ability to manage projects to completion within agreed timeframes and budgets. Comprehensive skills in MS Office applications (specifically Word, Excel and PowerPoint). Highly developed communication skills (particularly presentation). Proven ability to manage and report on a budget. Proven ability to develop new initiatives. The ability to work effectively within a large complex organisation like Lincoln University, and promote a productive and respectful working environment. Personal Attributes The ability to establish and maintain effective business networks. The ability to relate to people from different cultures and backgrounds. An energetic and enthusiastic approach to providing excellent customer service with a warm and approachable personality. Results-focused and a willingness to go the extra mile. The ability to work independently, set priorities, meet deadlines and remain calm under pressure. The flexibility and resilience to cope with travel and be away from home from time to time. Demonstrated ability to work in a team environment. A professional image which reflects well on the University. Calm under pressure Team leadership Ability to communicate clearly and delegate tasks. 6