Executive Director of University Events

Working Title: Executive Director of University Events

Position Number: FA258

FLSA: Exempt

Appointment Type: Full Time

Sensitive Position: No

Sensitive Position Statement: A sensitive position requires a fingerprint-based criminal history check. This is NOT a sensitive position.

Campus Security Authority: Yes

Campus Security Authority Statement: This position is designated as a Campus Security Authority. A Campus Security Authority (or CSA) is defined as an "official of the institution with significant responsibility for student and campus activities". A CSA is required to immediately report any crime that is reported to them to the University Police who will then review, evaluate, and investigate the reported crime. Annual training is required by the Department of Education for all personnel who have been designated as a Campus Security Authority.

Designated Personnel: Yes

Designated Personnel Statement: This position is a "designated position" meaning this position could potentially be required to work (depending on the event) during an emergency closing.

Statement of Economic Interest: No

Statement of Economic Interest Statement: This position does NOT require a Statement of Personal Economic Interest.

Restricted Position: No

Restricted Position Statement: A restricted position would be subject to availability of funding. This is NOT a restricted position.

Chief Objective of Position: The Executive Director of University Events provides strategic leadership and oversight for the planning, coordination, and execution of high-profile university events. These include events hosted both on and off campus by the Office of the President, University Advancement and donor engagement functions, Office of Admission, Athletics, and signature campus-wide ceremonies such as Convocation, Graduations, Winter and Spring Commencements, and other milestone events and celebrations. The Executive Director collaborates closely with campus-wide partners and senior leadership to ensure all events are thoughtfully designed and flawlessly executed, reflecting the university's mission and values. The role requires exceptional attention to detail, the ability to manage complex logistics, and a commitment to delivering high-quality experiences that elevate the institution's visibility and reputation.

Work Tasks: 1. Strategic Event Leadership

• Provide visionary leadership for the planning and execution of high-profile university events, including presidential functions, donor engagements, donor domestic and international trips, admission and athletic events, fine and performing arts events, and signature ceremonies such as Commencement and Convocation.

• Ensure that the Office of the President is appropriately briefed and prepared for events, including run of show, guest lists, menus, and more.

• Collaborate with senior leadership and campus partners to ensure events align with the university's mission, values, and strategic objectives.
• Develop and implement long-term strategies for event programming that enhance institutional reputation and stakeholder engagement.

2. Events at the President's Residence

• Plan, coordinate, and oversee all events hosted at the President's residence, ranging from small-scale, exclusive lunches and dinners to large-scale receptions and gatherings.
• Serve as the primary logistical point of contact for all residence-based events, managing planning timelines, vendor coordination, setup, and day-of execution.
• Work closely with the Office of the President, ensuring the Chief of Staff and the First Lady are consulted and appropriately involved in and briefed on all aspects of event planning and execution at the residence, including run of show, guest lists, menus, and more.

• Ensure events at the residence reflect the appropriate tone, protocol, and hospitality standards.

3. Cross-Campus Collaboration

• Foster strong and effective partnerships with all campus departments to support their event goals, ensuring that each event reflects the intended purpose and vision of the sponsoring unit. This includes coordinating logistics and providing guidance to ensure consistency, quality, and excellence across all university events.

• Proactively identify opportunities for strategic engagement by departments such as University Advancement and Alumni Engagement in events they do not directly sponsor-such as Admission events or new student orientation programs-to strengthen institutional relationships and maximize visibility and impact.

• Ensure all campus partners are appropriately briefed and prepared for events, including run of show, guest lists, menus, and more.

• Work collaboratively with Auxiliary Services, including Scheduling, Catering, and Parking as needed for certain University Events, including to minimize disruption to unrelated ongoing campus activities.

4. Operational Planning, Execution, and Assessment

• Oversee all logistical aspects of event planning, including venue selection, vendor negotiations, catering, audio-visual requirements, and on-site management.
• Develop and maintain comprehensive event timelines, checklists, and standard operating procedures to ensure seamless execution.
• Implement risk management strategies to address potential challenges and ensure the safety and satisfaction of all event participants.

• Collect and analyze feedback from campus partners to assess effectiveness and identify areas for improvement.
• Implement data-driven strategies to enhance future events and align them more closely with campus partner needs and expectations.
• Stay abreast of industry trends and best practices to continually elevate the quality of university events.

5. Budget and Resource Management

• Develop and manage event budgets by monitoring expenditures and providing regular financial reports to stakeholders.

• Negotiate contracts with vendors and service providers to optimize value and quality in accordance with University purchasing guidelines.

6. Communication and Marketing

• Collaborate with the office of communications and public relations to develop promotional strategies that enhance event visibility and attendance.
• Act as a liaison with the office of communications and public relations team and the President's Office to ensure the successful creation of all event materials, including invitations, registrations, programs, emails, etc.

• Ensure consistent branding and messaging across all event-related communications.

7. Board of Visitors Event Communications & Coordination

• Supports all event logistics related to Board of Visitors (BoV) meetings and functions, including catering, audiovisual needs, room setup, and event flow, in coordination with the Deputy Chief of Staff and Clerk to the Board of Visitors.
• Coordinates and executes the planning of the annual one-day BoV retreat and the biennial multi-day retreat, ensuring seamless logistical delivery.
• Manages invitations for BoV members to campus events, including athletic competitions, performances, and other institutional gatherings, in consultation with the Deputy Chief of Staff and in coordination with University Advancement to ensure strategic alignment with current BoV-donor solicitations.
• Ensures timely invitations to receptions and engagement opportunities are extended to the faculty and student BoV representatives, the Cabinet, and the faculty and student bodies, when appropriate.
• Collaborates closely with the Chief of Staff and Deputy Chief of Staff to ensure alignment with presidential priorities and adherence to institutional standards for Board engagement.

8. Staff Development and Supervision

• Lead, mentor, and evaluate the team in the Office of University Events, fostering a culture of excellence, collaboration, and continuous learning.
• Provide professional development opportunities to enhance team skills and competencies.
• Ensure clear communication of expectations, responsibilities, and performance standards.

9. Other Duties

• Advise on matters of university protocol, ensuring that all events uphold institutional traditions and ceremonial standards.
• Coordinate with the Office of the President to manage special events and assignments such as celebrations of life.

• Other duties as assigned by the Chief of Staff.
• Follow workplace safety regulations and adhere to applicable standards, processes, and programs established for your position.
• Report unsafe work conditions to your supervisor.
• Immediately report work-related incidents to your supervisor and participate in accident investigation requests.
• Promote a safe and healthy work environment by ensuring the implementation of safety regulations and applicable standards, processes, and programs established for employees under your supervision.
• Ensure employees under your supervision are trained in safety standards and procedures for their positions.
• Report work-related incidents within 24 hours according to the procedures established by the university, state and federal guidelines.

Knowledge, Skills, Abilities (KSA's) related to position:

• Extensive knowledge of event planning and proven ability to lead the planning and execution of large-scale, high-profile events with exceptional attention to detail and professionalism click apply for full job details