The University of Southern California (USC), founded in 1880, is located in the heart of downtown LA and is the largest private employer in the City of Los Angeles. As an employee of USC, you will be a part of a world-class research university and a member of the “Trojan Family,” which is comprised of the faculty, students, alumni and staff that make the university what it is.
As a member of the USC Gould School of Law’s Continuing Education Department, the Assistant Director of Operations will play a central role in managing events/conferences. The Assistant Director of Operations is responsible for a variety of duties, including: day-to-day budgeting, event logistics, sponsor fulfillment, project management, accreditation, and supporting staff leadership in the planning. The Assistant Director of Operations will report to the Executive Director of Continuing Legal Education and the Associate Dean of Development, Alumni Relations, and Continuing Legal Education.
Responsibilities:
Event Planning and Project Management:
* Supports the needs of 6 conferences, 60+ planning committee meetings, 4-6 sponsored receptions, and 4-6 dinners on an annual basis
* Administers day-to-day event planning to support committee initiatives and sponsor demands
* Responsible for the execution of events and maintaining venue relationships
* Negotiation of venue contracts in line with historical precedent and current budgeting constraints
* Researches competitive programs and industry-specific efforts to stay apprised of current market trends
* Issues vendor bids and manages the deliverables from start to finish, including marketing print collateral, audio-visual equipment rentals, onsite video production for livestreams, and Videos-On-Demand
* Manages relationships with external vendors to ensure quality and effectiveness of audio-visual services and printing efforts
Accreditation:
* Maintains positive relationship with credit granting authorities, including the State Bar of California (MCLE and Legal Specialization), Professional Fiduciaries Bureau (PFB), California Board of Accountancy (CPE), CFP Board (CFP), and American Bankers Association (CTFA).
* Able to use knowledge of the credit rules to review program proposals and guide Committees on how to get their content to be approved for credit
* Responsible for ensuring attendee credit reporting is timely and in accordance with varying credit rules
* Identifies new opportunities to streamline credit procedures when rule changes occur
Office Management:
* Supports staff leadership in the planning, executing, and tracking of budgets; researches and prepares budget proposals by comparing and analyzing actual results with plans and forecasts
* Coordinates and plans delegation of workload by documenting tasks within the office
* Supports implementation and development of a Customer Relationship Management (CRM) system to meet event, livestream, and accreditation requirements
* Provides support with proofreading and editing
* Supports financial reporting for contracted 501c3
* Directly supervise Program Assistant position
Additional Responsibilities:
* Contributes to building relationships for fundraising purposes
* Establishes and maintains network of professional contacts by attending and participating in meetings to represent Gould as requested
* Other duties as assigned by supervisor
The ideal candidate will have:
Experience:
* 3+ years of experience in events or project management with increasing responsibilities
* Hands-on experience in budgeting and cost control
* Advanced skills in attention to detail and proofreading
* Advanced skills in Microsoft Office and Adobe Professional
* Experience with CRM systems a plus
* Adept at working on projects individually and collaboratively
* Preference will be given to candidates with:
* Knowledge of the legal industry and fundraising
* Experience with video production and hybrid events
* Working knowledge of USC business systems
Education:
* A graduate degree in business or a relevant field is preferred
ATTENTION: Applicants must upload a cover letter and a resume to be considered for this position.
Equity, diversity, inclusion, opportunity and access are of central importance to the Gould School of Law (Gould). Gould holds a unique position in society, and within the university, as every aspect of these principles are influenced by and can be protected through legal rules and institutions. At Gould, we are proudly committed to maintaining a community in which each person respects the rights of others to live, work, and learn in peace and dignity, to be proud of who and what they are, and to have equal opportunity to realize their full potential as individuals and members of society.
Minimum Education: Bachelor’s degree Minimum Experience: 2 years Minimum Field of Expertise: Experience with special events planning, fundraising management, or alumni and volunteer relations management. Experience in project management. Proven scheduling abilities. Ability to effectively manage and develop complex event and program budgets. Excellent written and oral communications skills.