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Director of Special Events, CAS (7658)

Date: Sep 9, 2021

Location: Washington, DC, US, 20016

Company: American University

Summary/Objective

This position publicizes, coordinates, and provides support for all major public events for the Office of the Dean of the College of Arts and Sciences.  These events can include, but are not limited to, the McCabe Lecture Series, the CAS Research Conference, all events at Dean's home, including those for the Office of Development. This position will also provide leadership to departments within the College in order to support events being held outside of the Dean's Office.

Essential Functions

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  3. Event Coordination - Work with the Dean, Associate Deans, and the Assistant Dean for Communication and Outreach to ensure events are aligned with the College’s vision and strategic goals. The incumbent is responsible for the comprehensive implementation, coordination, management, successful execution, and follow up on all aspects of assigned events, programs, and activities. This includes date selection, site visits and venue selection, room reservations, accommodations, facilitating planning meetings, budgets, contracts, contingency planning, catering, IT, A/V, photography, videography, speaker and VIP management, printed programs, agenda development, and event close-out and reporting. Create and maintain the central calendar of events for CAS events, with input across the University, to strategically plan events, eliminate overscheduling during peak times, and inform facilities maintenance scheduling. Assist with maintaining an online calendar for CAS events.
  4. Contract and Vendor Coordination – Create timelines, checklists, and production schedules that detail all event activities. Arrange contractual obligations for events in consultation with CAS Budget Office, including catering, space and/or equipment rental. Responsible for maintaining the supply of CAS swag and staying on top of trends in the industry. Facilitate all necessary agreements and travel arrangements for speakers and special guests.
  5. Onsite Management - Manage the logistical support for all events and programming by overseeing set up and breakdown, coordinating vendors and volunteer schedules, managing registration, handling queries and troubleshooting to ensure that all runs smoothly.
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Essential Functions Con't

  1. College Event Leadership and Advisement: Provide expert advice and work with department chairs to assess needs and goals of desired programming, as well as fit programming needs to established event best practices. Serve as a university appointed “sub scheduler” and is responsible for overseeing and maintain the 25Live central scheduling system to process space requests and run usage reports for event and meeting spaces in Battelle-Tompkins. Serve as the College’s representative on the University-wide Sub scheduler committee meetings.
  2. Event Budgeting – Maintain and reconciliation budgets for all managed events. Develop operating budget estimates for programs/events to assist departments in planning for special events as required.
  3. Other duties as assigned by Dean or designee.

Work Environment

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  • The worker normally performs their job both indoors and outdoors.
  • The worker may be required to travel.
  • The worker may be required to work evenings and/or weekends.
  • The worker occupies a physically demanding position which requires strenuous physical exertion such as frequent or constant lifting, pushing, and/or pulling of heavy objects in order to perform essential functions, with or without reasonable accommodation.
  • Must be able to occasionally work late evenings and weekends to oversee events as required.
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Position Type/Expected Hours of Work

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  • Full time 
  • Project Leader/Advisor B
  • Exempt
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Salary Range

  • Commensurate with experience

Required Education and Experience

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  • Bachelor's degree
  • 3-5 years of relevant experience managing public events.
  • Knowledge of logistical planning principles, practices, procedures, methods, and techniques
  • Knowledge of event logistics and entertainment technical requirements such as talent contracting, sound, staging, lights, scaffolding, electrical, and audio visual equipment
  • Knowledge of event site layout and mapping
  • Experience with the preparation of entertainment contracts and applicable legal terms
  • Must have working knowledge of Microsoft Word, Excel, and Outlook
  • Excellent oral and written communication skills required, as well as the ability to build effective and positive working relationships across campus constituencies
  • Demonstrated ability to create and adhere to budgets for events
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Preferred Education and Experience

  • 1-3 years of relevant experience managing events in a university
  • Experience with space scheduling software

Additional Eligibility Qualifications

Benefits

  • Click here to learn about American University's unique benefit options


 

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Contact Us:

For more information or assistance with the American University careers site, email theworkline@american.edu.

 

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