Assistant Director of Institutional Events

Assistant Director of Institutional Events

The Assistant Director of Institutional Events at Oberlin College is responsible for the oversight, planning, and execution of institutional events that fall under the Office of the President. The primary responsibilities include ensuring excellence and acting as a leader in the timely planning, full production, and execution of institutional events.

The incumbent will report to the Assistant to the President and support the initiatives and goals of the Institution under the discretion of the Office of the President. This position’s primary responsibility is to embody excellence in the timely planning and full production of institutional events, provide leadership in coordinating events across campus, ensure institutional expectations are met, while engaging in cross-campus collaboration for events that fall under the purview of the Office of the President. Responsibilities will also include budget planning, marketing strategies, constituent relations, and stewardship of event guests.

Responsibilities

• Plan, manage, lead or co-manage / co-lead major on- and off-campus events including but not limited to presidential events, multiple commencement activities and events, multiple homecoming activities and events, trustee engagements, high-profile lecture series, and major awards programs. Includes management of budgeting, logistics, scripts, scheduling, volunteer coordination, vendor relationships, and event promotion.
• Support the staff in the Office of the President to provide strategic event leadership, planning, execution and staffing of the high-level institutional events, including coordinating strategies with campus partners (President’s House Manager, Alumni Engagement, Student Affairs, Advancement, Office of the Registrar, Athletics, Community and Government Relations and others).
• Utilize current systems and tools and develop new tools to help the community and campus navigate Oberlin’s decentralized event-related resources, including maintaining an aggregated calendar of significant campus events and programs.
• In partnership with the Assistant to the President, establish priorities by developing and managing detailed events plans and calendars.
• Serve as a leadership proxy for the Assistant to the President and provide co-leadership to the College’s Commencement Milestone Reunion Weekend (CMRW) and Homecoming Reunion Weekend (HRW) Committees, including serving as the point person providing direction for the ceremony logistics and presidential events during CMRW and HRW.
• In collaboration with others, plan and ultimately execute on the communications strategy for events including retrieval and compilation of guest information, development of invitation text, and collaboration with graphic designer / printer, and follow-through of the communications process by ensuring events are communicated effectively to internal and external stakeholders and guests.
• Consider timing and overall efficiency while planning campus-wide events while remaining cognizant of human capital and exercising fiduciary responsibility.
• Develop program content responsive to specifications of the Assistant to the President, President, Dean(s) and other Executive Leadership Team members of the College as appropriate.
• Work collaboratively with other divisions and departments including senior leadership, campus leaders and all departments at every level across campus.
• Provide courteous and high level customer service with internal and external constituencies, including frequent interaction with staff, faculty and students.
• Prepare post-event analysis that includes input from colleagues to assess identify opportunities and make recommendations for improving service to internal and external constituencies and implement those improvements as appropriate.
• Serve as the point of expertise and support for various college departments and offices by educating colleagues on best practices and providing documentation and templates for creating effective and efficient institutional events. Develop institutional policies, practices and protocols for institutional events.
• Maintain fiscal responsibility for event activities, including purchasing, invoicing, budget / expense reports, and purchasing card reconciliations with timely reconciliation of expenses.
• Work alongside others in the Office of the President to assist where needed including the Administrative Manager of Community & Government & Civic Engagement.
• Other duties as assigned.

Required Qualifications

Desired Qualifications

Experience in managing high-level events for the president in a higher-education institution environment.

Compensation commensurate with experience and includes an excellent benefits package.

Documents Needed to Apply

Required Documents

Optional Documents

Special Instructions to Applicants

A complete application will consist of a cover letter, resume and list of references.

Office of Human Resources

For a complete understanding of this opportunity, and what will be required to be a successful applicant, read on.

Oberlin College

173 West Lorain Street

Oberlin OH 44074

Phone : (440) 775-8430

Fax : (440) 775-8683

Hours : M-F 8 : 00 a.m. - 5 : 00 p.m.

Email : human.resources@oberlin.edu

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