Position Title: Event Planner,Sr

Employee Classification: Event Planner,Sr

College/Division: Auxiliary Services

Department: 530100-GOLF COURSE

Internal or External Search: External - Open to all applicants

Location: Las Cruces

Offsite Location (if applicable):

Target Hourly/Salary Rate:  $43,908.80 - $65,862.68; Commensurate with Qualifications

Appointment Full-time Equivalency:  1.0

Exempt or Non-Exempt:  Exempt

Summary:  We are excited for you to join our Team!

Classification Summary:
Designs, establishes, and oversees the integrated logistical and administrative support needs of multiple complexes. Plans educational events, conferences, and other events. Assesses program goals, estimates facility, equipment, logistical, and catering requirements, develops program budgets, and negotiates and administers service contracts. Markets and promotes conference services, negotiates contracts, schedules facilities, and manages catering arrangements. May oversee housekeeping and guest services.

Classification Standard Duties:
Works under minimal supervision. Assignments are broad in nature, usually requiring originality, ingenuity and independent decision making. Has appreciable latitude for unreviewed action or decision. Markets and coordinates conferences and workshops at university facilities to internal departments and external groups. Negotiates,executes and administers contract terms; maintains records of conference contracts. Oversees the facilitation of conference activities including coordination of food services, facility maintenance, and staffing. Invoices, collects, deposits, and accounts for revenues generated through conferences, in accordance with university policies and procedures. Manages custodial activities for assigned service locations, ensuring maintenance of current cleanliness, safety, and functionality standards. May oversee housekeeping and guest services. Manages the housing facilities recreational area and the scheduled programs. Oversees the supervision of personnel, which includes work allocation, training, promotion and enforcement of internal procedures and controls, and problem resolution; evaluates performance and makes recommendations for personnel actions; motivates employees to achieve peak productivity and performance. Responds to inquiries and researches and resolves problems related to transactions handled by the unit; serves as liaison with other constituencies in the resolution of day-to-day issues.Develops recordkeeping procedures and manages department records in accordance with applicable regulations, policies, and standards. Participates in the development and management of operating budgets for the unit; prioritizes and tracks unit expenditures. Participates in the development of operating goals and objectives; recommends, implements, and administers methods and procedures to enhance operations. Ensures adherence to established University and departmental policies and procedures, objectives, quality assurance programs, and safety standards. Performs miscellaneous job-related duties as assigned.

Required Education, Experience, Certification/License, Equivalency
Required Education:Bachelor's degree in a related field.; Required Experience:Three (3) years of experience directly related to the standard duties as outlined.; Equivalency:An Associate's degree and five (5) years of related experience; or, seven (7) years of related experience may substitute for the Bachelor's degree.; Required Certification/License:

Knowledge, Skills and Abilities
KNOWLEDGE: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. Knowledge of public institution purchasing principles, procedures, regulations, and standards. Knowledge of cash management principles and/or procedures. Knowledge of contract documents and specifications. Knowledge of marketing strategies, processes, and available resources. Knowledge of organizational structure, workflow, and operating procedures.; SKILLS: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.; ABILITIES: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 Duties and Responsibilities
Administrative
• Develop annual tournament/event/league schedule
• Develop and maintain database of committee members, associations, outside groups and contacts
• Create and implement marketing and promotional strategies
• Compile reports, budgets, projections and revise procedures as needed
• Develop a list of required resources including personnel, supplies, signage, rental equipment etc .
• Monitor revenue and expenses to ensure budget goals are met
• Monitor tournament/event accounts payable, accounts receivable and invoices related to tournaments and events
• Develop, update and maintain "Event Book" detailing, tasks, time lines, responsibilities, contacts and historical record
• Onsite management of events, tournaments and leagues
• Assists and or negotiates, execute and administer contract terms; maintains records of event contracts .
General
• Assist Golf Course Manager/Head Golf Professional with cash handling procedures/CEV's as needed
• Act as the Manager on Duty when the Golf Course Manager/Head Golf Professional is not on property
• Engage customers to participate in events/tournaments/leagues
• Engage with various customer groups to promote NMSU GC
• Act as point person on all tournament related issues including; marketing, contracts, event administration and resource management
• Attend committee planning meetings
• Develop and train pro-shop and outside services staff
• Responsible for starting and scoring administration
• Supervises day-to-day operations of events
• Responsible for coordinating "team" meetings to prepare for events and activities related to each event
Facility
• Coordinate course set up with Superintendent including tee markers, course marking, hole locations, rough height, green speed, special contests etc.
• Assist in the Coordination of food and beverage and set up requests with Food & Beverage Manager
• Assist with golfer Development activities, events and tournaments
• Coordinate tee gifts, prizes and certificates
• Assist with merchandising plan - specifically but not limited to hard-good sales/DEMO days and fittings
• Participates in the development of operational goals and objectives .
• Ensures adherence to established University and departmental policies and procedure, objectives, quality assurance programs and safety standards.
• Performs miscellaneous Job-related duties as assigned

Preferred Qualifications

Class "A" PGA Member or Associate; PGA Golf Management degree preferred.
Knowledge of the golf industry and proficiency with event management software.

Special Requirements of the Position

Department Contact:  Kevin Keller, kkeller@nmsu.edu

Contingent Upon Funding: Contingent upon funding

Bargaining Unit Eligibility: This is NOT a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME).

Standard Work Schedule: Shift: Other Shift

If Not a Standard Work Schedule: Schedule will vary based on Events and Facility needs; typically Tu-Sat

Working Conditions and Physical Effort

Environment: Work involves moderate exposure to unusual elements, such as extreme temperatures, dirt, dust, fumes, smoke, unpleasant odors, and/or loud noises.

Physical Effort: Moderate physical activity.

Lifting Requirements: Requires handling of average-weight objects up to 25 pounds or standing and/or walking for more than four (4) hours per day.

Risk: Work environment involves some exposure to hazards or physical risks, which require following basic safety precautions.