Description
POSITION OBJECTIVE
The Assistant Director of Weatherhead Events and Special Occasions will provide specialized support for planning, organizing, implementing, and/or servicing the various events and special occasions throughout the Weatherhead School of Management.
ESSENTIAL FUNCTIONS
Provide direction, leadership, guidance and facilitate support for events, special occasions, and related activities of the Weatherhead School of Management. This position will work with all unit and program area heads to assess event objectives, goals, needs, and provide guidance for navigating university processes, external processes, and best practices in event planning and logistics (30%)
Organize and maintain an annual master calendar of events and special occasions for the Weatherhead School of Management. The Assistant Director will serve as the chief liaison to all academic departments, student services, and other administrative units to coordinate annual and semesterly calendars of events for the school. While this position will be responsible for creating clarity among the number and types of events occurring within the school, it will also be responsible for avoiding overlap, providing increased levels of synergy, and fostering increased communication among units with common goals (20%)
Direct, lead, and organize specific tier 1 events prioritized by the Office of the Dean. In this, the Assistant Dean will be the responsible point person for pre-determined and select events which align with the growth strategy for the Weatherhead School of Management. (25%)
Work with Associate Director for Alumni Special Events and Programs to plan and lead functions and special occasions determined as priorities within the Weatherhead master event calendar (10%)
Develop, administer, and present results of event survey and assessment data used for evaluative purposes for continual improvement processes (10%)
NONESSENTIAL FUNCTIONS
Create and distribute supportive materials to help non-event staff plan, coordinate and facilitate their own endeavors with the same level of quality and consistency school-wide and as part of continual improvement processes. (2%)
Coordinate and present event prospects for various events and activities, projecting expenditures and helping event leader understand basic fixed and variable costs associated with each event. (2%)
Perform other duties as assigned (1%)
CONTACTS
Department: Frequent contact with dean, associate deans, department chairs and directors. Contact with faculty, students and staff as required to perform essential functions.
University: Contact with the president¿s office, vice presidents, deans, trustees, alumni, directors of administrative departments, faculty and staff as required to perform essential functions.
External: Daily contact with alumni, foundation representatives, community organizers/advocates, corporate executives, and federal, state, and local government officials. Contact with foreign visitors, officials and academic boards and organizations as required to perform essential functions.
Students: Contact with undergraduate, graduate, and professional students as required to perform essential functions.
SUPERVISORY RESPONSIBILITY
Responsible for supervising student assistants and student interns.
QUALIFICATIONS
Experience: 4 or more years of successful, progressive experience in alumni and donor relations, including demonstrable creativity and effectiveness is required. A record of increasing alumni participation in programming and/or donation rates is required. 5 or more years of experience managing staff preferred.
Education: Bachelor¿s degree is required.
REQUIRED SKILLS
Demonstrated experience in event planning and organizing special occasions.
Strong attention to detail, organization in high-energy, multi-faceted and complex environments. Ability to manage multiple streams of information.
Strong verbal and written communication skills are required, with public speaking skills preferred; excellent interpersonal skills are required. Demonstrated ability in motivating volunteers is required; the ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Demonstrated knowledge, accountability and comprehension skills for formulating budgetary planning and prioritization of projects, programs and activities, using sound judgement while meeting organizational goals.
High degree of energy, creativity, flexibility, organization and interpersonal skills required.
Must be able to work both independently and collaboratively with colleagues.
Computer proficiency (including Microsoft Office) and the ability to learn new programs.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors, and customers face to face.
WORKING CONDITIONS
General office working environment, evening and weekend work hours will be required.
Requirements
QUALIFICATIONS
Experience: 4 or more years of successful, progressive experience in alumni and donor relations, including demonstrable creativity and effectiveness is required. A record of increasing alumni participation in programming and/or donation rates is required. 5 or more years of experience managing staff preferred.
Education: Bachelor¿s degree is required.
