Event and Facility Relations Manager

About San Diego

San Diego, with a population of nearly 1.5 million people, is the second largest city in California, and the eighth largest city in the country. Known for its beautiful year-round climate, miles of gorgeous beaches, and its small city vibe, San Diego is also in the midst of a dramatic political realignment, with increased opportunity for effecting meaningful change at the city, county, and through its representation at the state and federal level.

San Diego sits on the U.S. - Mexico Border just north of Tijuana, and the two cities comprise the world’s largest metropolitan, binational region. San Ysidro, one of three border crossings in the region, is consistently cited as the world’s busiest port of entry. San Diego is also the number one refugee resettlement site in California, with more than 86,000 thousand resettled from the Middle East, Southeast Asia, and Africa since 1975.

Refugee resettlement and the cross-border character of the region make San Diego a rich blend of racial/ethnic, linguistic, and country-of-birth diversity. The region presents unique opportunities to be on the front lines of the fight for human rights, and to be a part of a public interest community that is incubating cutting edge refugee and racial justice policy for the entire country.

About PANA

The Partnership for the Advancement of New Americans (PANA) is a non-profit, non-partisan organization fighting to advance the full economic, social, and civic inclusion of refugees in San Diego, throughout California, and across the country. PANA works at the intersection of African, Middle Eastern, Muslim, and South Asian (AMEMSA) refugee communities impacted by racial/ethnic profiling, religious bias, increased government surveillance and harassment, and poverty among the many issues affecting our refugee communities.

PANA advances significant policy reforms at the city, county, and state level to ensure newly resettled refugees have equal access to family sustaining jobs, quality and healthy homes, and meaningful education that translates to upskilling in the workforce. In addition to policy and legal advocacy, PANA uses an integrated voter engagement approach to build and leverage deep community networks, develop community leaders, and establish a civic engagement infrastructure to amplify the voice, visibility, and impact of our community.

SUMMARY

The Community Events & Membership Manager drives and achieves PANA’s community, partnership, and space activation goals. This individual works cross-departmentally to navigate and welcome new and returning community members to our Mid-City location and set up partnerships that create resources for community prosperity through PANA’s community-owned development project- a refugee and immigrant cultural hub and campus.PANA is a learning organization that is committed to authentic community partnerships and fostering inclusive environments that empower individuals to collaborate, innovate, and drive positive change within their communities.

This position works closely with both the operations team (especially PANA’s COO and Business Manager) and the community and housing development and philanthropy teams (Director of Strategic Partnerships and Development, Project Manager, Associate Director of Community and Housing Development), consultants and other non-profit organizational partners and individuals on PANA’s various advisory and governing boards. 

PANA: www.panasd.org

RICH: www.globalvillagesd.org 


JOB DESCRIPTION

  • Communicate with clients and detail expectations and requirements for hosting an event

  • Host site visits for potential clients and existing members, supporters

  • Act as on-site staff for events including the evening/weekends, as needed

  • Conduct thorough weekly inspections of the entire property to identify maintenance needs and areas requiring attention.

  • Record and document all maintenance issues, including but not limited to repairs, safety concerns, and general upkeep.

  • Coordinate with maintenance staff and external contractors to schedule and oversee repairs and maintenance work as needed.

  • Maintain accurate records of maintenance activities, including timelines, costs, and resolutions.

  • Conduct post-event follow-up with all clients for event feedback, learning and rebooking opportunities 

  • Be the primary point of contact for member or community event and lease inquiries

  • Manage day-to-day inquiries and advance planning (event insurance liaison, etc) 

  • Support PANA COO in the business development, partner conversations, business negotiations, and contracting processes

  • Conduct regular benchmarking of community venue practices and offerings at other venues. 

  •  Develop and manage administrative systems in the “PANA way” so that partners, members, and guests to our site and venue are treated with respect, care and so that ideas and experiences contribute to a genuine feedback loop for us to learn and improve as we build. 

  • Manage key new relationships and take over some existing key relationships with community organizations, local leaders, artists, etc. 


CROSS-DEPARTMENTAL COORDINATION FOR REVENUE & RESOURCE DEVELOPMENT 

  • Consider business and project sustainability, resource generation and development and generate ideas, leads and processes for PANA and Refugee and Immigrant Cultural Hub.

  • Manage a CRM or similar database and clean and utilize space usage/event type/ community demand data for project and partnership improvements and innovations. 

  • Develop and manage rental calendars and booking processes. 

  • Manage all contractual and financial paperwork.

  • Coordinate with other departments, including policy, democracy, organizing, legal teams

  • In partnership with Philanthropy and Community Development Teams, develop and steward social, financial, community goodwill and other resources via revenue-generating rentals and partnerships, grant-writing or individual donor stewardship and relationship development. 


GRANT ASSESSMENT AND FILE MANAGEMENT

  • Conduct thorough research on grant requirements, bid proposals, and applications, evaluating their alignment with the organization’s strategic goals and objectives. 

  • Draft and submit comprehensive grant proposals on behalf of the organization, while effectively managing alerts and keeping team members informed of progress throughout the grant application process.

  • Organize and maintain grant files meticulously, ensuring that all proposals, supporting documents, budgets, and reports are systematically archived by year and funder for easy access and reference.

DIGITAL COMMUNICATION AND ENGAGEMENT

  • Website Management: Ensure that the PANA website and RICH microsite are consistently updated with current and relevant information to enhance stakeholder engagement and communication.

  • E-Newsletter Preparation: Assist in the preparation and distribution of a quarterly e-newsletter, while maintaining an accurate list of newsletter subscribers to facilitate effective communication.

  • Communication Strategy Development: Develop and implement an annual communication plan for social media and e-newsletter content, aimed at effectively highlighting PANA’s impact and initiatives.

  • Donor Relations: Send personalized thank-you letters to donors, volunteers, and participants in a timely manner, fostering positive relationships and expressing gratitude for their support.


OTHER DUTIES AS ASSIGNED

  • Perform additional tasks and responsibilities as needed to support PANA’s mission and objectives, which may include assisting with special projects, participating in team meetings, and contributing to organizational initiatives beyond the scope of the primary role.

QUALIFICATIONS AND EXPERIENCE

  • Minimum of 3-5 years of experience in community engagement, event planning, or property management

  • Proven track record of managing community events and partnerships, preferably in a multicultural or diverse environment.

  • Demonstrated experience in cross-departmental collaboration and coordination.

  • Skills:

  • Strong organizational and project management skills, with the ability to manage multiple tasks and deadlines effectively.

  • Excellent communication and interpersonal skills, with the ability to engage and build relationships with diverse stakeholders, including community members, partners, and donors.

  • Proficiency in using CRM systems or similar databases for managing relationships and tracking engagement.

  • Strong analytical skills to assess community needs and evaluate the effectiveness of programs and partnerships.

  • Proficient in digital communication tools, including website management, social media platforms, and e-newsletter software.

  • Knowledge of event planning best practices, including logistics, budgeting, and post-event evaluation.

  • Ability to work independently and as part of a team, demonstrating flexibility and adaptability in a dynamic work environment.

  • Strong problem-solving skills and a proactive approach to identifying and addressing challenges.

  • Culturally competent and sensitive to the needs and perspectives of diverse communities.

ADDITIONAL REQUIREMENTS

  • Availability to work evenings and weekends as needed for events and community engagement activities.

  • Valid driver’s license and access to reliable transportation for site visits and community outreach.

  • Background check may be required, depending on the nature of community interactions.

This role is essential for driving PANA’s mission and ensuring the success of its community engagement and partnership initiatives. The ideal candidate will be a motivated and resourceful individual who is dedicated to making a positive impact in the community.

Salary: $68,640- $77,000. Excellent benefits package, including:

  • 120 hours of vacation and one personal holiday per year;

  • 10 federal holidays and 4 Muslim holidays per year;

  • End of Year Shut Down for 2 full weeks;

  • 100% employee health, dental, and vision coverage and 80% coverage
    for dependents as well as employee assistance program (EAP)

  • 3% match retirement contribution plan.

Please send cover letter and resume to: admin@panasd.org