Special Events Officer

Las Cruces, NM

Position Classification Title: Special Events Officer 

Incentive Compensation: 5% of Base Salary

FLSA Status: Exempt 

Job Summary: 

Oversees the planning, implementation and evaluation of special events and related programming designed to increase engagement among key stakeholders to include donors, alumni, students, administrators, guests, faculty, and staff. Designs, establishes, and oversees the integrated logistical and administrative support needs of special events. Plans and executes educational events, conferences, workshops, banquets, receptions and other events. Assesses program goals and target audience, estimates facility, equipment, logistical, and catering requirements, develops program budgets, and negotiates and administers service contracts. 

 

About Us:

The New Mexico State University Foundation invites you to apply to join our diverse, dynamic, and welcoming team in Las Cruces, NM. The NMSU Foundation seeks to provide the pinnacle career experience for each member of our team. The Foundation is seeking talented individuals who are passionate about the mission of NMSU and committed to a continual pursuit of excellence. We build strong relationships with alumni, supporters, NMSU partners, and each other, while personifying our core values of integrity, teamwork, stewardship, innovation, and fun.

Established in 1959, the New Mexico State University Foundation’s mission is to build a brighter future for NMSU, one relationship at a time. As an independent nonprofit organization, the Foundation is the primary fundraising and alumni relations institution for NMSU. We are charged with raising and managing gifts of all types and coordinating the alumni association. We invest endowed gifts and disburse funding each year for the purposes designated by donors. The Foundation coordinates the efforts of the NMSU Alumni Association, which galvanizes the enthusiasm and loyalty of the NMSU alumni network of over 147,000 graduates to support the mission of NMSU while becoming better connected with each other.

Our team partners with alumni, corporations, foundations, and other supporters who want to match their charitable passions with opportunities for purposeful philanthropy and personal engagement at NMSU. Gifts create scholarships, advance faculty endeavors, enhance student programs, and make new and renovated educational and athletic facilities possible. These generous investments greatly enhance NMSU’s land grant mission to provide the highest quality academic programs, develop new understandings through research and creativity, and provide extension services across our state and region.

We offer a highly competitive salary including incentive compensation, an industry-leading benefits package, and a fun and fulfilling work environment. Qualified individuals with a high level of energy who are looking for a work environment that nurtures vision, performance, productivity, superior quality, and unsurpassed integrity are encouraged to apply for this career opportunity.

NMSU is New Mexico’s flagship land-grant and space-grant institution. Founded in 1888, NMSU is the oldest institution of higher education in the state and is a Hispanic-serving institution and a comprehensive research university dedicated to teaching, research, service, and outreach. NMSU serves more than 14,000 students from 49 states and 89 foreign countries and is among the best universities in the nation at moving students from the lowest income tier to the top. Over 50% of NMSU students are first-generation college students and over 60% are Hispanic, meaning that NMSU is one of the most important and effective drivers of economic mobility in the state.

Las Cruces is located 45 miles north of El Paso, TX, and features an average of 294 days of sunshine annually. Situated in the heart of the historic Mesilla Valley between the Organ Mountains, Robledo Mountains, and Picacho Peak, Las Cruces is ideal for job seekers who enjoy hiking, mountain biking, and birdwatching. Las Cruces is New Mexico’s second-largest city and home to 111,000 residents. The median home price in Las Cruces is $285,000, far below the national average of $425,000. 

Essential Functions: 

  • Develops and oversees a balanced program of events for the NMSU Foundation designed to enhance the relationships and reputation with internal and external stakeholders.  

  • Serve as liaison to the NMSU Alumni Board 

  • Represents the Foundation in meetings and events on or off campus and manages and coordinates logistics of meetings and events 

  • Oversees programming for events that define, promote, and enhance event messaging content in a positive and uplifting tone.  

  • Promotes donor, alumni, student, faculty, and staff engagement, involvement, contributions, and achievements through programming.  

  • Evaluates post event metrics to include user/guest feedback in an effort to continually improve programming and outcomes.  

  • Designs, organizes, and manages logistics of events, including: securing creation of invitations and programs, run of show, scripts/talking points and other materials related to event messaging; developing and managing guest lists, responses and special needs; securing vendors (entertainment, tenting, rentals, catering, security, parking, etc.); coordinating/arranging committees and volunteer support services.  

  • Works closely with colleagues to develop and monitor event budgets and quality control processes ensuring events and associated programming are operating efficiently and within specifications.  

  • Provides guidance for special events staff to include full-time, part-time, students, and volunteers. Supervises employees and volunteers, ensures timely implementation of tactics, and oversees coordination of prompt reporting of post-event recaps and metrics.  

  • Responsible for developing and implementing special event marketing plans, which include creating all marketing aspects for special events such as brochures, cards, social media, and websites.  

  • Participates and/or plans and establishes goals and objectives for events with respect to budgets, speakers, facilities, technology, equipment, logistical requirements, and other related issues.  

  • Evaluates program/event histories, budget considerations, contractual provisions, and planning committee recommendations to determine requirements as to space, facilities, technology, equipment, lodging, catering, event staffing and on-site management.  

  • Serves as principal liaison between contractors, organizers, faculty, and administrators with regards to logistical operations support of multiple programs and events 

  • Monitors event activities to ensure participate satisfaction and resolves any problems that may arise. 

  • Negotiates terms, executes, and administers multiple contracts with vendors for services, in accordance with budget constraints and Foundation policies and procedures.  

  • Plans and coordinates complex administrative assignments and special projects within and/or across operating units; gathers, organizes, and assesses information, and develops and prepares recommendations.  

  • May assist in or contribute to the planning, coordination, development, and implementation of long-range goals and objectives.  

  • May supervise staff and/or student employees; may participate in training and evaluation reviews 

  • Performs other related duties as assigned. 

 

Minimum Required Education Knowledge, Experience & Certification/License: 

  • An energetic, well-grounded, innovative, service-oriented personality and calculated risk taker with a bias for action, a record of setting and surpassing objectives, and the proven “can do” attitude and drive to execute strategies and produce results beyond expectations.  

  • Knowledge of event and hospitality management. 

  • Knowledge and understanding of meeting and event planning principles, requirements, procedures, and available resources.  

  • Knowledge of conference facilities, technology, and equipment.  

  • Knowledge of finance, accounting, budgeting, and cost control procedures.  

  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.  

  • Skill in organizing resources and establishing priorities. 

  • Ability to gather and analyze statistical data and generate reports.  

  • Ability to analyze and interpret financial data and prepare financial reports, statements and/or projections.  

  • Ability to develop, plan, and implement short- and long-range goals.  

  • Ability to make administrative/procedural decisions and judgments.  

  • Ability to create, compose, and edit written materials.  

  • Ability to investigate and analyze information and draw conclusions.  

  • Ability to perform complex tasks and to prioritize multiple projects.  

  • Ability to negotiate and manage contractual arrangements. 

 

Job Family Levels: 

  • Level I: 

  • Bachelor's degree in Event Planning, Hospitality Management, Public Relations, Public Administration, Business, Communication, or a related field. 

  • No previous work experience required. 

     

  • Level II: 

  • Bachelor's degree in Event Planning, Hospitality Management, Public Relations, Public Administration, Business, Communication, or a related field. 

  • 2 years experience in event planning, event management, public relations, or a related field. 

     

  • Level III: 

  • Bachelor's degree in Event Planning, Hospitality Management, Public Relations, Public Administration, Business, Communication, or a related field. 

  • 4 years experience in event planning, event management, public relations, or a related field.