Winter Wonderlights Manager

Posting Number: S11873P
Working Title: Winter Wonderlights Manager
Department: PSO-State Botanic Garden of GA
About the University of Georgia: Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education (). The proof is in our more than 235 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,000 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.
Posting Type: External
Retirement Plan: TRS or ORP
Employment Type: Employee
Benefits Eligibility: Benefits Eligible
Full/Part time: Full Time
Additional Schedule Information: M-F 8-5
WWL schedule: mid-November through December; frequent evenings and weekends for management of evening shows, and themed events in January, the launch event, sponsorships, and special package rental events.
Advertised Salary: Commensurate with Experience
Posting Date: 04/01/2024
Open until filled: Yes
Proposed Starting Date: 05/13/2024
Location of Vacancy: Athens Area
EEO Policy Statement: The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR ().
Classification Title: External Affairs Professional
FLSA: Exempt
FTE: 1.00
Minimum Qualifications: Requires at least a baccalaureate degree in the field. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.
Preferred Qualifications: Knowledge in UGA procurement and P-Card processes. Experience with UGA Systems including OneSource UGAMart, ASANA, GAIL and UGAF. Preferred experience with consumer retail and ticketing systems. Position Summary: This position will oversee and manage all aspects of the design, coordination, set up and implementation of the annual Winter WonderLights (WWL) event. The WWL event is implemented November through January each year, but requires year-round planning & coordination.
Responsibilities include, but are not limited to, event planning, project management, budgeting, ticketing system management, procurement, contracting, as well as coordination of sponsorship, marketing and PR, and reporting for the WWL event. The position is also responsible for the schedule for design updates, set up and inventory of the lights, planning, coordinating part time staff & volunteers, and managing nightly operations during the event. The position will conduct post-event review, analysis, and evaluation of the event success based on pre-established indicators including return on investment. Job duties include managing seasonal workers, coordinating logistics and administration of promotional materials, responding to customer questions, and ensuring overall event success. This position will be the key manager to develop vendor contracts, ensure deliverables, coordinate logistics, and trouble shoot event implementation. This position will report to the Associate Director of Administration & Visitor Services of the State Botanical Garden of Georgia (Garden). Knowledge, Skills, Abilities and/or Competencies: Team player with a knowledge of the value of communication and coordination. Preferred experience in designing, planning, and implementing large, complex, ongoing public
events. Demonstrated skills and experience managing diverse contractors to implement public events. Training skills to increase staff's ability to provide excellent customer service. Detail oriented. Demonstrated project management with use of systems and tools for maximizing efficiencies and program growth. Skills in Microsoft systems including Teams, Excel, and Word. Ability to manage security plans and situations. Knowledge in UGA procurement and P-Card processes. Experience with UGA Systems including OneSource UGAMart, ASANA, GAIL and UGAF. Preferred experience with consumer retail and ticketing systems. Physical Demands: Lift containers of supplies weighing 25-50+ pounds. Spend time sitting or squatting on the floor or standing for longer periods of time. Long hours of standing/walking. Perform duties with repetitive motion of wrists, arm, and shoulder, possess hand and finger coordination; reach, climb, balance, crouch, twist, crawl, and kneel; and work in noisy, hot/cold environments. Driving to perform job related duties. Is driving a responsibility of this position?: Yes
Is this a Position of Trust?: No
Does this position have operation, access, or control of financial resources?: No
Does this position require a P-Card? : No
Is having a P-Card an essential function of this position? : No
Does this position have direct interaction or care of children under the age of 18 or direct patient care?: No
Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications): No
Credit and P-Card policy: Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website .
Background Investigation Policy: Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website .
Duties/Responsibilities: Manage Design, Logistics and Implementation of WWL Events The WWL events include but are not limited to, Management of evening shows from mid-November through December, and themed events in January, the launch event, sponsorships, and special package rental events. The responsibilities include year-round tasks related to overseeing the design and event logistics, coordinated execution of timing for sponsorships, PR / marketing materials, and ticketing, as well as troubleshooting related to developing and installing the light show.
Responsibilities include but are not limited to: Managing the WWL event close out which consists of break down, inventory, and storage of the lights, after action review analytics, evaluation and establishing new budgets. Coordinating new show designs, and outlining procurement and contractor needs. Constant updating and onboarding of new team members to Garden project management, which include logistics, communications, budget management tracking procurement & contractors as well as staffing will be an ongoing process. Management of year-round project logistic meetings with all units in the Garden will be essential to ensure smooth and efficient implementation. Coordinating contractors for light set up as well as managing the UGA service provider partnerships will be essential. Developing an implementation model that incorporates seasonal workers, temporary contracted workers and volunteers to maximize cost efficiency and provide a consistent visitor experience. This also includes establishing and implementing an effective training programs. During the implementation of WWL (November through January) manages the show set up each week day and weekend evening which includes being on call for trouble shooting. Managing the set up and implementation of the ticketing system to ensure the best user experience purchasing tickets, using the assurance mechanism, fast and efficient entry process. Percentage of time: 60
Duties/Responsibilities: Management of Budget, Procurement and Contract
This includes creating and monitoring budgets for WWL show and analyzing financial information (e.g. revenues, expenditures, and ROI) to ensure all event expenditures are within budget. Present budgets to supervisor and forecast future budget needs. Negotiates and prepares contracts with external vendors and UGA service providers meeting UGA procurement standards. Manages the ticketing system for all Garden events to ensure a positive user experience, provide updates on ticket sales, and works with the Business team to complete business analytics. Coordinates sponsorship deliverables with the Communication Coordinator and the Development Director. Percentage of time: 30
Duties/Responsibilities: Team Leadership Responsibilities
Participate in Garden management meetings to coordinate with leadership planning, communication, and logistics for all elements of the WWL events. Coordinate planning and communication with the Garden leadership and development teams to ensure event outcomes link with Garden mission and strategic direction. Work cooperatively with faculty and staff to support post-event evaluation efforts and generate reports to assist in evaluating program impact. Provide reviews and analysis of weekly ticket sales with post-mortems and improvements for annually recurring events based on performance analysis. Participate in relevant Public Service & Outreach (PSO) meetings. Manage and supervise seasonal, part-time, and student workers along with volunteers. Other duties as assigned by the Director. Percentage of time: 10
Contact Details: For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.
Recruitment Contact Name: Daun Fest
Recruitment Contact Email: Recruitment Contact Phone: