Director of University Events

About the role

Oversees and manages the University Events team in designing, planning, executing, and staffing an annual set of over 150 special events to include: on and off-campus admission events, commencement, convocations, Board of Visitors’ meetings and events, presidential meetings and events, ceremonial events and anniversaries, welcome week and getting started week events, freshman dessert series, family weekend, homecoming, holiday events, advancement/fund- raising events, major faculty events, major athletics events, faculty/staff appreciation events, dedications, groundbreakings, and other events, as assigned.

Responsibilities

• Oversee and manage the operations and staff of the Office of University Events, exhibiting strong project and program management skills and maintaining enterprise awareness of current staffing levels and workloads.
• Manage the budget and operations of the Office of University Events.
• Prioritize and delegate tasking received from the Executive Director and the Office of the President utilizing best practices in event planning and project management.
• Provide consultation and support, as required, to on-campus events that involve the Office of the President or others, as assigned.
• Provide leadership and guidance to other campus departments in assessing and evaluating on-campus events to support or improve events, as directed by the Executive Director or the President.
• Maintain the event tracking system with detailed reports to support assessment, document facility use, metrics, and income opportunities.
• Develop, plan and implement an annual plan of special events to include: commencement, convocations, Board of Visitors’ meetings and dinners, Presidential meetings, entertaining and dinners, president’s events during convocations, Welcome Week, President’s Dessert Series, Family Weekend, Homecoming, holiday events, Advancement/fund-raising, faculty/staff appreciation events, dedications and ground breaking, in conjunction with the Executive Director and the Office of the President and other departments/offices as needed.
• Plan, manage and administer events to include: reserving event space, developing invitation lists, designing the printing of invitations/programs, coordinating with catering planning menus, etc. and other offices as needed, ordering flowers, arranging for photographer, preparing name tags, monitoring RSVP’s, coordinating staff assignments, and tracking attendance.
• Attend weekly campus meetings; provides detailed event schedule for meetings and represents the Office of University Events and presidential events.
• Work with Director of Events and Conference Services providing information to Scheduling, Events and Conferences, Auxiliary Services, Catering and the University at-large to realize event goals.
• Recruit, hire, train, and supervise staff.
• Aid in the management of events at the President’s House, The Three Oaks, including rentals and outside Events, as well as periodic liaising with the First Lady on menus and decor.
• Oversee logistical arrangements including facility and menu negotiations, managing event follow up, and making recommendations for improvements from post-event evaluations.
• Create original graphic and written content for invitations, signage, print and digital collateral materials.
• Research and prepare background information and/or introductory remarks for special events as appropriate.
• Develop and implement operational guidelines and procedures to ensure that all events conform to the University and state regulations.
• Determine fiscal requirements for the department and prepare budgetary recommendations; monitor, verify and reconcile expenditures of budgeted funds.
• Prepare reports and evaluate the effectiveness of major special events and make recommendations to senior administration.
• Interact with personnel and campus organizations to promote active and broad involvement in University Events’ initiatives.
• Safeguard the confidentiality of departmental or office administration by exercising discretion in communicating information to faculty, students, staff, and handling confidential departmental records and files.
• Provide exceptional customer service to the CNU community, welcomes visitors, and answers questions regarding events.
• This position is designated as a “responsible employee” who has the authority to redress sexual violence, who has the duty to report incidents of sexual violence or other student misconduct, or who a student could reasonably believe has this authority or duty.
• 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.
• Develop and maintain very positive and professional customer service and/or relations within the office/department and with all constituencies to include students, faculty, staff, guests, and employees. Demonstrate a positive and professional attitude and treat everyone with dignity and respect. Fully support the “Student’s First” value at CNU and routinely goes the extra mile in providing service.
• Maintain flexibility in work schedule to support organizational needs, including evenings, weekends and special events with advance notice whenever possible.
• Provide support for organizational events which may occur outside standard business hours including setup, execution and breakdown activities. This may include pre- and post-event tasks to include setting up table/chairs, transporting decor between office/storage facility and venue, coordinating with campus partners and external vendors for logistical needs such as electrical, a/v, decor and catering.
• Represent Christopher Newport University at internal and external events as needed.
• Collaborate effectively, courteously and professionally across departments and with external customers to support organizational priorities and ensure smooth operations.
• Adapt to changing priorities and organizational needs with positive and solution-oriented approaches and recommendations.
• Effectively convey information to a variety of audiences through a variety of means including email, phone and personal interactions, respond in a timely manner, and represent the University with professionalism in all internal and external communications.
• Other duties as assigned.

Qualifications

• Master’s Degree or Bachelor’s degree with work experience that equates to an advanced degree.
• Experience coordinating a wide-variety of events.
• Experience in graphic design to create invitations, flyers, emails and social media marketing.
• Experience managing budgets.
• Experience with the physical set-up and break down of events.
• Experience using the Microsoft Office Suite, Adobe Creative Suite and app-based event management/check-in tools.
• Experience and knowledge of methods, materials, equipment and techniques associated with physical set-up and break down of events.

Skills

• Knowledge of major event planning, etiquette, protocol, and conventional social amenities.
• Knowledge of budget reconciliation.
• Knowledge of the methods, materials, equipment and techniques associated with physical set-up and break down of events.
• Excellent customer service skills.
• Strong organizational and time management skills.
• Basic website maintenance, phone and email skills.
• Excellent computer skills to include Microsoft Office, Google and Adobe Creative Suite.
• Ability to analyze situations and develop solutions.
• Ability to travel and work non-traditional hours.
• Ability to manage people and projects.
• Ability to manage people and office operations.
• Ability to foster positive internal and external public relations.
• Ability to manage several projects simultaneously.
• Ability to work both independently and in a team environment.
• Ability to communicate effectively.