Commencement & Academic Affairs Events Planner

Major Institutional Events Planning & Management

• Serve as the university's lead planner and project manager for Commencement ceremonies, University Week, and other major institutional events, overseeing the comprehensive planning, coordination, and execution of high-profile programs that support university traditions, engagement, recognition, and strategic priorities.
• Independently develop and manage master project plans, procedures, production timelines, event schedules, operational workflows, and implementation strategies to ensure successful execution of complex events and activities and ensure adherence to university traditions, executive expectations, and institutional standards.
• Collaborate with Academic Affairs, Student Affairs & Strategic Enrollment Management, Facilities Management, Public Safety, Information Technology, Marketing and Communications, and other campus departments to coordinate event requirements, resources, and operational support.
• Consult with campus leadership and event stakeholders to establish event objectives, themes, programming elements, ceremonial protocols, timelines, and resource requirements.
• Cover all event logistics including venue preparation, staging, seating configurations, accessibility accommodations, audiovisual production, parking, transportation, security, emergency planning, registration processes, and crowd management.
• Cover communications and logistics for faculty participants, student speakers, platform party members, honorary guests, dignitaries, volunteers, sponsors, community partners, and external stakeholders.
• Coordinate vendor selection and management for event-related services including audiovisual production, rentals, photography, printing, catering, transportation, entertainment, and other contracted services.
• Cover event communications, invitations, promotional materials, signage, programs, participant registration, and event-related publications.
• Monitor event readiness and serve as on-site event manager during major institutional events, resolving complex issues, implementing contingency plans, and ensuring successful event execution.
• Build and maintain collaborative relationships with campus departments, community organizations, sponsors, vendors, and external partners to support event objectives and enhance participant experiences.
• Assess event effectiveness through attendance data, stakeholder feedback, operational reviews, and performance metrics; prepare post-event evaluations and implement recommendations for continuous improvement.

Academic Affairs & Provost Office Events

• Plan and manage executive-level events, meetings, delegation visits, forums, conferences, recognition ceremonies, receptions, and special programs sponsored by Academic Affairs and/or the Provost's Office.
• Develop detailed project plans and coordinate all event components including facilities, catering, technology support, guest management, communications, and event production.
• Support special projects and institutional initiatives assigned by the Provost, requiring independent planning, coordination, research, and implementation.

Budget, Contract, Vendor, & Program Administration

• In coordination with leadership and the budget analyst, develop, manage, and monitor complex event budgets for commencement ceremonies, University Week, and Provost-sponsored events.
• Aid in analyzing expenditures, reconciling accounts, preparing budget projections, and identifying cost-saving opportunities while maintaining event quality and service standards.
• Aid in the development, review, and administration of contracts, service agreements, and procurement documentation in accordance with university policies and procedures.
• Negotiate with vendors and service providers regarding pricing, services, timelines, and deliverables to achieve optimal outcomes.
• Develop and maintain event management procedures, planning documents, operational guidelines, and process improvements.
• Provide lead work direction to administrative support staff, student assistants, volunteers, event staff, and vendors involved in event planning and implementation.