This position will advance the mission of St Cloud State University Academic Affairs, Alumni and Foundation, and the SCSU Athletics programs by leading a comprehensive, ongoing events program from conception to completion across multiple mid to large scale events. This position will be responsible for all planning, communication and marketing strategies development, and providing financial management responsibility in reporting and data and budget management and oversight. They will provide advanced-level leadership, interpretation, advice, and are responsible for purchase of goods and services, agreements and fiscal responsibility. This position will also be responsible for oversight of student athlete NCAA compliance processes.
Responsibility #1: Serve as the St. Cloud State Athletics special event planner and commencement coordinator in conjunction with the Division of Academic Affairs. Commencement is a large scale event involving thousands of participants and guests. Commencement occurs twice during the academic year servicing hundreds of students and thousands of family, community, and alumni. This position will work collaboratively across units of SCSU (i.e. Provost’s Office, Academic Records, Alumni and Constituent Service, and Sport Facilities) and multiple outside vendors to plan, initiate, market, and produce an image positive event from start to finish. Manage the commencement budget, negotiate and award contracts and request RFP’s if needed with various vendors; manage financial resources, track expenditures and process invoices, and develop budgeting strategy for future commencement events; ensure appropriate staffing and volunteer levels to service the event; develop, implement, coordinate and maintain all internal and external communications regarding each commencement ceremony; Convene and provide lead direction to and with facilities staff, IT staff, security, and others to identify, reserve and prepare spaces, security levels and services . Convene, update and collaborate with Commencement Planning Committee. Plan, coordinate, and deliver several other mid-size Athletic events with Athletics staff and coaches; lead planning and execution of various special events and initiatives including but not limited to ( i.e. Hall of Fame; 6 departmental and sport golf tournaments; alumni outreach and fundraising events; corporate outreach; Senior Send-Off which is comprised of 450 student athletes plus coaches and staff; institutional, conference and NCAA regional tournaments (dependent on sport, size event will vary on number of athletes, spectators, alumni etc. involved).; develop, produce, revise and review strategic documents; promote, negotiate and recommend promotional events to increase revenue and promote a positive image for the department. Schedule and maintain a calendar of community service and coach/administrator speaking engagements, and help with all communications.
Responsibility #2: Provide high level interpretation, decision making, and application of NCAA guidelines and rules as well as oversee Athletics Financial Aid compliance and NCAA Academic Advising for the Athletic Department. Responsibilities will include the programming of the NCAA Compliance Assistant software database, execution of financial aid processing (scholarship notification, conference tenders, National Letter of Intent program, renewal letters), monitoring of eligibility and degree progress and decision making on donor request. Ensure timely execution of NCAAA requirements in relationship to Financial Aid and other areas of compliance. Work as the liaison between Athletics and Admissions office to ensure NCAA compliance with all prospective student athletes and aid in efforts to advance recruiting initiatives with our prospect pools.
Minimum Qualifications (expected to have to enter job)
Bachelor’s degree in business administration, marketing, mass communication, or other related field.
Minimum of 3 years of experience mid to large scale event planning experience
Minimum of 2 years of experience working with Athletics program
Knowledge of marketing strategies across print media, social media
Software proficiency in Microsoft Word, Excel, Power Point,
Ability to work independently, creatively and personably to produce top quality events and promote positive image building
Project management, time management, prioritization, and organizational skills sufficient to make timely decisions and the timely completion of all event planning stages and execution of same. Attention to detail is imperative.
Strong verbal and oral communications skills required sufficient to negotiate or explain event plans, budget reports, etc. to all levels of management, constituents
Demonstrated financial management abilities sufficient to maintain budget records, track expenditures, and create reports
Ability to work assigned hours with flexibility to work additional hours as needed for events and to meet deadlines including weekends, holidays, evenings, etc. Some travel may be required.
St. Cloud State prepares students for life, work and citizenship in the 21st century. In our rigorous academic programs, students apply their knowledge in real-world settings.Our 200 academic programs, 60 graduate degrees and education abroad choices on six continents emphasize hands-on learning through community engagement and close interaction with professors. Couple that with support from the Career Services Center and you have a clear path to a career.Our 100-acre campus is between downtown St. Cloud and the Beaver Islands, a group of more than 30 islands that form a natural maze for a two-mile stretch of the Mississippi River. The St. Cloud metropolitan area is 24th on Forbes magazine's “Best Small Places for Businesses and Careers." St. Cloud State is ranked in Forbes magazine's "America's Top Colleges" and Money magazine's "Money's Best Colleges."