Assistant Director Memorial Union - Event Services Management & Production

Purpose of Position The Assistant Director Memorial Union - Event Services Management & Production serves as an essential member of the Memorial Union leadership team in overseeing scheduling & event services planning and management, event production functions, and customer service delivery in the execution of events that occur within Memorial Union-managed meeting and ballroom venue reservable spaces, adjacent outdoor spaces and other exterior space as designated. The Assistant Director directly supervises the Event Services & Office Manager, the MU Audio-Visual Technology Coordinator, and provides indirect supervision to student teams as needed. This role oversees scheduling and event services revenue generation, business operations, and related functional area budget tracking and monitoring. This role serves as the purchasing agent / requestor for the MU department via the University procurement system. This role contributes to policy development, management and enforcement. The Assistant Director serves as an additional management team leader for backup responsibility to the Director and / or the Associate Director as requested or required. The Assistant Director also contributes to overall leadership, guidance, and support in creating a staff team environment focused on providing high quality services, accountability in meeting expectations, and achieving goals and strategic initiatives that contribute to increased student engagement, student learning and retention, and student success.Duties & Responsibilities Scheduling and Event Services Planning & Management; Event Production & Customer Service DeliveryThe Assistant Director serves as a senior level member of the Memorial Union leadership team in overseeing scheduling & event services planning / management functions, logistics coordination, business operations, event production functions, and customer service delivery to ensure successful, high-quality execution of events.Serve as a Global administrator to oversee configuration functions and management of a cloud-native event management software system (Mazevo) utilized for event services management and coordination of reservable event spaces.Schedule and facilitate weekly MU Event Management Coordination Meetings.Serve as the department’s lead consultant in meeting with recognized student organizations / groups, university administrative or academic department representatives or off-campus / external individuals, groups, or organizations.Coordinate with the Event Services & Office Manager, MU Audio-Visual Technology Coordinator, Associate Director, and other MU operations staff members to ensure all daily scheduled event venue / meeting room setups & turnovers, AV technology support, and room cleaning is arranged.Serve as the senior department liaison to ensure coordination occurs as needed with University partners.Ensure space reservation confirmations / agreements, contracts, special forms and / or permits are completed in compliance with University and departmental policies.Work in tandem with the Event Services & Office Manager in utilizing event venue / room diagramming software to design event setup layouts.Provide supplemental support for daily or peak-period scheduling of event reservations.Participate in or contribute to ongoing audio-visual technology or other event production-related training.Serve as the lead of the Event Services staff team in troubleshooting or managing late requests or day-of-event logistical challenges.Oversee or collaborate with other University partners in the execution of high-profile, large-scale or complex events.Serve as an onsite building host as needed for major events.Possess a commitment to work a flexible schedule when necessary to oversee and provide onsite support for large, complex, or high-profile events during evenings and weekends.Coordinate and collaborate with other University scheduling entities in support of campus programs and special events.Handle escalated customer service, policy interpretation or enforcement concerns, crowd control or other event-related risk management issues.Ensure post-event customer service delivery components, event follow-up meetings / debriefs, surveys, or assessment responsibilities are implemented.Contribute as a departmental reviewer of UND’s University Activity / Special Events Approval Forms.Event Services Revenue Generation Management; Memorial Union Business & Purchasing OperationsOversee financial records, contracts, budgets, and revolving fund accounts managed by the MU.Oversee (Mazevo) event management system assigned and generated billing letters, invoices, and collections.Provide guidance and support to department staff on financial-related processes, procedures, or requirements.Serve as a department lead in overseeing, reviewing, and compiling recommendations for rate schedules / pricing plan adjustments.Monitor, analyze, and forecast event services revenue generation targets.Serve as a purchasing agent / system requestor role for the Memorial Union department.Utilize the University procurement and marketplace system to prepare, process, track, and receipt all department purchases.Coordinate with vendors and University procurement team staff for new vendor setup.Serve as a MU department Purchasing Card holder.Contribute to and assist with the development of unit or department budget reports.Staffing SupervisionServe as the hiring authority for direct-reporting full-time staff and directly supervise the full-time Event Services & Office Manager and the MU Audio-Visual Technology Coordinator.Provide support to other MU department-level full-time staff recruitment, hiring, and selections.Responsible for ongoing coaching, performance management, and professional development of direct reporting staff.Ensure compliance with human resource policies and procedures for reporting staff.Contribute to the facilitation of the Memorial Union Student Employment Program and department-wide work teams.Ensure all indirectly reporting student staff position descriptions incorporate student learning outcomes.Provide backup support or supervisory direction for other MU student staff as needed.Contribute to the overall management and supervision of the Memorial Union.Memorial Union Management & General Department Functions; Policy Development, Management, and EnforcementServe as a member of the MU leadership team available for on-call or after-hours duties.Collaborate with Associate Director, Director or other MU staff to review, recommend, or draft proposed language modifications.Interprets and enforces University policies.Maintains awareness of UND campus partner policies.Ensures that direct reporting staff are familiar with MU department-level policies.Contribute to the development, implementation, and progress / achievement of Memorial Union strategic initiatives.Participate in and contribute to all MU staff management meetings.Serve as a member of the Memorial Union’s building emergency action plan (BSSR) team.Participate in specialized training for potential response to building events.Contribute content to department-level, divisional or institutional annual reporting.Contribute to the coordination of Memorial Union events / programs.Coordinate / lead special projects for the department.Participate in cross-departmental or University-wide committees.Required Competencies Experience with online meeting platforms (Zoom, Teams etc.)Experience using standard office equipment.Demonstrated experience with critical thinking, problem-solving, and organizational skills.Excellent communication and interpersonal skills.Ability to prioritize, delegate and supervise staff and student personnel workload.Demonstrated experience with planning logistics and managing deadlines.Possess the ability to give strong attention to details and multi-task successfully.Demonstrated experience with building cross-departmental relationships.Experience with performance evaluation.Possess a student-centered philosophy committed to supporting a work and campus environment focused on inclusion and diversity.Minimum Requirements Bachelor’s DegreeFive years of progressively responsible, directly related large-scale event planning, event services management, or event production experience.Two years of experience supervising staff.Intermediate skills using Microsoft Word, Excel, Outlook.Successful completion of a Criminal History Background Check.In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US. This position does not support visa sponsorship for continued employment.Preferred Qualifications Master’s Degree in a related field.Six years of directly related event planning experience.Three years of supervisory experience.Experience using event management system platforms.Experience using cloud-based platforms.Experience with crowd control or risk management best practices.#J-18808-Ljbffr