Special Events Manager University of the Incarnate Word University of the Incarnate Word 152 reviews

Position Title
Special Events Manager

UIW Mission

University of the Incarnate Word is a Catholic institution that welcomes to its community persons of diverse backgrounds, in the belief that their respectful interaction advances the discovery of truth, mutual understanding, self-realization, and the common good.

Position Summary

The Special Events Manager is responsible for handling the planning and promotion related to the University’s special events and activities. A major focal point for this role is the planning and management of the Light the Way Holiday Festival, UIW’s signature Christmas event attended by more than 10,000 visitors. Additional events include, but are not limited to groundbreakings, ribbon cuttings and dedications. The Special Event Manager will also assist with Development events including fundraisers, presidential dinners and receptions.

This position is considered a “Responsible Employee” under Title IX federal regulations and “Mandatory Reporter” under Texas state law and The UIW Sexual Misconduct Policy. As a Mandatory Reporter, this position requires you as the employee to promptly report any incident that you witness or receive information about violating Title IX. These reporting responsibilities are set out in the UIW Sexual Misconduct Policy.

Job Duties

Job Duty Name
Planning of University Special Events and Ceremonies

Description of Job Duties

Plan and execute University ground breakings, ribbon cuttings, grand openings, and other ceremonial events.

Assist various departments to plan events. Offer event insights and guidance, as appropriate.

Perform other duties as assigned.

Job Duty Name
Act as Lead Coordinator for Light the Way

Description of Job Duties

Plan and coordinate all preparatory events leading to and including Light the Way.

Recruit and organize volunteer force for related events.

Manage entertainment, vendors and other third-party partners.

Act as media spokesperson for Light the Way event.

Seek sponsorship partners for Light the Way and related event.

Conduct post-event evaluations and provide reports to director.

Create post-event thank you letters and sponsorship fulfillment packets.

Develop project budget and monitor expenditures.

Perform other duties as assigned.

Knowledge Skills and Abilities

Ability to meet deadlines and manage multiple tasks simultaneously.

Possess excellent attention to detail, accuracy, and quality.

Proven computer skills a must, including word processing, spreadsheet, database, and social media skills.

Ability to work effectively with individuals from diverse communities and cultures.

Employee shall adhere to all applicable rules and regulations of the University, the Conference, and the NCAA.

Required Education

Bachelor’s Degree in Communications Arts, Public Relations, Marketing or other related field.

Required Work Experience

Three years of experience in event planning and execution to include budget management and expense oversight, as well as effectively working with individuals from varying levels of responsibility.

Preferred Qualifications

Knowledge of public relations and marketing principles and practices.

Experience in higher education.


Knowledge of UIW events including Light the Way preferred.

Required Certifications, Licenses or Registrations

None specified.

Work Hours

Monday – Friday 8 am – 5 pm.

May be required to work some evenings and weekends

Physical Demands

Must be able to lift and carry 25 lbs. (event supplies).

Must be able to work 15-hr day for Light the Way.

Posting Details

Posting Number

Number of Vacancies

Job Type
Full Time

Job Category
Administrator (exempt)

Desired Start Date

Position End Date (if temporary)

Reports to
Margaret Garcia

Commensurate with experience.

Open Date

Close Date

Open Until Filled

Special Instructions to Applicant

None specified.


UIW is committed to a policy of equal opportunity in employment, without regard to race, color, sex, sexual orientation, citizenship status, national origin, age, marital status, disability, genetic information, gender identity or expression, veteran status, pregnancy, and religion.

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