Assistant Director of Event Services

We, the Division of Student Affairs, are a student-focused organization that aims to empower student success and support personal development. We act daily to create, enhance, and sustain a culture of respect and inclusion in the workplace, focusing on equity and justice in its many forms, including racial, social, and environmental justice. We intentionally and relentlessly pursue excellence through introspection, vulnerability, empathy, compassion, learning, and courage. We value our internal and external partnerships as vital drivers of the ambitious goals we pursue.

• Named one of the “Most Promising Places to Work in Student Affairs” by Diverse Magazine.
• Serving a highly diverse student body.
• Leading the way as the #1 ranked institution in the AAU and #3 of all colleges and universities nationally in fostering our students' social mobility.
• Awarded multiple distinctions including philanthropic awards and research grants in experiential learning and career development, voter engagement, student engagement, health and wellness practices, and quality of residential life.

Requirements

Bachelor's degree (foreign equivalent or higher).

• Three (3) years of full-time experience with any of the following: event planning or facilities scheduling/reservations management.
• Experience with sales and revenue generation.

Qualifications

Preferred Qualifications:

• Master’s degree (foreign equivalent or higher).
• Experience operating a scheduling system, including data entry and generating reports.
• Experience with facilities and/or event operations as it relates to any combination of the following: room setups, audio/visual production, and auxiliary services.
• Supervisory experience (experience supervising students may be considered).
• Experience planning and managing large scale events.
• Experience promoting and providing customer service to internal & external events.
• Experience working in a university setting.
• Experience with Microsoft Office Suite and/or Google applications, digital media, and/or website management.

Responsibilities

The Assistant Director of Event Services oversees the event planning and space scheduling for the Student Activities Center, the Stony Brook Union, and the Commuter Pit Stop ensuring smooth execution through effective scheduling, customer service, and vendor coordination. The position leads and collaborates with various university departments and stakeholders to develop a strategic and assessment plan to further the goals and objectives of the Office and Student Life, and possesses strong event planning, customer service, project management and organizational skills. The Assistant Director strives to ensure that students, faculty and staff are well informed about scheduling procedures, event risk compliance and safety measures, and University policies designed to guide clients in hosting successful events and programs on campus.

• Facilitates and collaborates with campus partners and appropriate stakeholders to coordinate and execute events that take place in Campus Life Center spaces.
• Directly manages the space scheduling and event planning process for the Student Activities Center, the Stony Brook Union and the Commuter Pit Stop.
• Provides a high level of customer services and engagement with both internal and external constituencies.
• Becomes superuser of 25Live scheduling system and implements training for Student Life staff members.
• Provides concierge-level support and attention to VIP-level events and campus traditions (i.e. Weeks of Welcome, Homecoming, Summer Conference, Family Weekend, University Council and Commencement) and works closely with various departments in the execution of VIP events.
• Serves as a Responsible University Official (RUO) and facilitates all aspects of permits required for on-campus events.
• Undertakes continuous review of space scheduling and event planning processes and procedures to ensure ongoing improvement and alignment with divisional and institutional objectives.
• Manages customer service levels for the department through proactive event management, quality assurance assessments and ensuring website content is current.
• Works closely with the Director of Campus Life Centers and the Assistant Director of Event Services and Operations to develop and execute the revenue-generating strategy for Campus Life Centers spaces, including but not limited to solicitation of new business.
• Manages client relationships, contracts and billing, and third party resources.
• Co-leads the revenue-generating external businesses by partnering with the Assistant Director for Event Services and Operations, Campus Partners and external organizations.
• Manages all aspects of Accounts Receivable including invoicing, fee structure, rate reviews, room damages and fee collections.
• Surveys, documents and maintains updated local and regional room usage fees for similar external facilities.
• Supervises the Event Services and Technology Specialist.
• Supervises graduate and undergraduate student staff. Responsible for hiring, training, scheduling, and efficiency of staff.
• Provides opportunities for professional development for professional and student staff.
• Responsible for completing performance programs and evaluations for professional staff members.
• Assists the Director by providing daily and long-range analytical organizational and administrative support on a variety of Campus Life Center central issues, projects and programs.
• Leads a departmental committee that focuses on staff recognition and ongoing professional development.
• Provides information and rationale for the development of new policies and procedures governing facility operations for special campus events.
• Communicates information concerning scheduled events to department staff and the appropriate campus departments (i.e. University Police, custodial, West Campus Operations, etc.) in a timely manner.
• Participates in opportunities that promote learning, growth, and development (i.e., classes, training, committees, webinars).
• Contributes to the Division of Student Affairs and Stony Brook University by attending and/or supporting events, activities, and programs sponsored by areas within and outside your department/unit (i.e., campus-wide traditions, events, programs).
• Performs other duties or projects as assigned as appropriate to rank and departmental mission.

Occasional work outside standard business hours will be required to support the university’s event and programming needs.

Pay

Salary: $68,000-$70,000 + $4,000 Location Pay = $72,000-$74,000 Total Compensation. In addition to the employee's base salary, this position is eligible for $4,000 UUP annual location pay, paid biweekly.

Schedule

This is a full-time, FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Hours outside the work schedule will be required at times.

This has been designated as an essential position; the incumbent may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.