Assistant Director, Special Events (11629)

Summary/Objective

Essential Functions

1. Manage a portfolio of university-wide special events.  Duties include determining the logistical needs of large-scale events and coordinating the necessary arrangements such as room reservations, audio-visual, event staffing including volunteer recruitment and management, security, catering, and publications.  The position collaborates with a variety of offices and external vendors to execute events.  This includes vendor selection, negotiating terms and contracts, and preparing event budgets.
2. Staff special events as needed.  Duties include overseeing pre-event set-up, registration, on-site management with on and off-campus vendors, and volunteer/staff coordination. Perform a minimal amount of manual labor including moving boxes and furniture necessary for event set-up.
3. Manage technical aspects of events including online commencement systems, creation of online forms, and mass email communication.  Perform website updates as needed including special event-specific web presences as appropriate. Design and create promotional materials including signs, banners, and invitations. 
4. Provide guidance and leadership to university faculty, staff, and students for their events.  Areas include on-site assistance and requests for information on event dates, event agenda and speakers, suggested room set-ups, protocol, and service providers. 

Work Environment

• This position reports to the Director, Special Events.

Position Type/Expected Hours of Work

• Full Time
• Sr Coordinator/Sr Analyst A
• Exempt

Salary Range

• Commensurate with experience.

Required Education and Experience

• A minimum of five years of experience in event planning and coordination required.
• Must possess a high level of professionalism, organizational skills, oral and written communication abilities, and an ability to work effectively and diplomatically with a variety of on and off-campus constituencies. 
• Computer skills required.
• The position must be able to handle multiple events and priorities in a calm and professional manner, ensure a high degree of accuracy and flexibility, and possess sound judgement, discretion and confidentiality. 
• Must be willing to work evenings or weekends that coincide with events. 

Preferred Education and Experience

• Bachelor’s degree preferred.
• Experience with Microsoft Word, Excel, and PowerPoint or equivalent software packages preferred. 
• Experience creating and updating website content in a content management system and familiarity with mass email systems preferred. 
• Experience in planning and coordinating events at a college or university desired. 

Additional Eligibility Qualifications

• Hiring offers for this position are contingent on successful completion of a background check.
• To ensure the health and safety of our community AU requires COVID-19 vaccinations for faculty and staff. Click here to learn more about our health and safety directive.