Assistant Director of University Events

SUMMARY 
 Reporting to the Chief Marketing and Innovation Officer with a dotted line to the Vice President for Enrollment Management, the Assistant Director of University Events is responsible for leading the creation, management and evaluation of University events.  This position requires a creative leader with excellent planning, organization, cross-functional team management and supervisory skills, and a deep commitment to creating a memorable guest experience rich in Mercy Hospitality.  The person in this role must demonstrate a commitment to the University’s Core Values of Integrity in Word and Deed, Respect for the Dignity of Each Person, Service to Society, and Social Justice in a Diverse World. This person must also ensure that the University’s Standards of Quality, which include Excellence, Student-Centered, Mercy Hospitality, and Efficiency, are at the heart of each guest experience.

Events include, but are not limited to, in-person and virtual recruitment events for visiting prospective students and families as they consider GMercyU; large-scale donor stewardship events; commencement; and large-scale use of campus facilities by outside groups. This position requires some limited night, weekend and on-call work.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
 

Event Planning Responsibilities:

• Meets with University stakeholders and/or external partners to gather details on event goals, expectations, and logistics needs
• Develops a detailed event management plan for each event
• Discusses and develops an internal budget and timeline with primary University event stakeholder
• Identifies cross-functional team of people needed to support the successful completion of each component of the event plan and secures supervisor approval; teams may include representatives from Facilities, Information Technology, University Advancement, Public Safety, Academics, Athletics, Marketing, Admissions, Student Life, Office of the President, and Student Success, among other areas

Event Management Responsibilities:

• Assigns tasks and timelines and provides routine oversight of cross-functional event planning team members to ensure the plan stays on track; keeps supervisors informed of any issues that arise
• Collaborates and communicates with faculty/staff participating in the event to ensure they are well-prepared to meet clearly defined goals and expectations
• Meets with outside vendors and other partners to secure needed event support; negotiates vendor support contract terms in partnership with University Finance team, where needed
• Ensures Proof of Insurance and Permission Forms are secured, as needed, for external organizations using University facilities
• Evaluates each event experience, and makes changes for future events based on guest and other stakeholder feedback
• Provides onsite event management and troubleshooting support, as scheduled; the person in this position will not be required to attend all events, but will be required to ensure an appropriate team member(s) is scheduled to provide onsite event management and troubleshooting support

Recruitment Event Management Responsibilities:

• Collaborates with members of the Admissions team and other campus colleagues to create an exceptional in-person or virtual guest experience for each prospective student or family member who visits
• Supervisors a team of student ambassadors who provide campus tours and admissions support 
• Brings creative ideas for new ways to engage students, families, community members, and other influencers in a memorable on-campus or virtual recruitment experience 
• Works with athletic staff or athletics liaison to ensure student-athlete recruits have a complete campus visit experience scheduled through the Admission Office
• Engages directly with prospective student and families, as needed

Supervisory Responsibilities: 

• Hires, trains, motivates, supervises, and builds community among Griffin Ambassadors and other student workers who give campus tours, host students overnight, communicate via email/phone with prospective students and families, and serve in other current student/guest program roles
• May also supervise an event operations specialist who provides administrative planning and day-of event support, as needed

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above and below are representative of the knowledge, skill, and/or ability required.  Must be detail-orientated with strong communication and organization skills.  Some night and weekend work is required.   Fluency in Spanish is preferred, but not required.
 
Education/Experience 
 Bachelor's degree required. A minimum of three years of event management, special event programming, and/or project development and management experience.  Prior supervisory experience preferred.
 
Technical Skills 
 Proficiency with a personal computer for word processing, and data base management and spreadsheets. Ability to enter, track and report on data in University databases. Ability to schedule and monitor communications to prospective students in databases. Slate CRM and Zoom webinar experience preferred. 
 
Language Skills 
 Excellent written communication and public speaking skills.  Fluency in Spanish preferred but not required.
 
Mathematical Skills 
 Ability to apply mathematical concepts to practical situations. Ability to work with statistical information
 
Reasoning Ability 
 Ability to apply principles of logic and problem solving to a wide range of problems. Individual must be able to think critically
 
Interpersonal Skills 
 Ability to interact effectively and professionally with others. Self-direction and independent work style are very important, along with the ability to lead and work as part of a team.
 
Travel

Ability to travel to local, regional and national conferences

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
 While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to handle or feel; and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.