Director of University Events

Kansas City University is seeking a Director of University Events to plan and execute all onsite and offsite events sponsored by or in collaboration with university departments.

About the Role

This position manages and oversees event operations, including signature university events on two campuses such as commencement ceremonies, white coating ceremonies, pinning ceremonies, and Board of Trustees events. The role involves establishing event plans, themes, budgets, vendor negotiations, contract reviews, and ensuring compliance with applicable laws and regulations.

Responsibilities

• Event Planning and Coordination (50%)
  • Serve as the point of contact and plan, develop, and coordinate all university events, including annual ceremonies (commencement, white coating, pinning, hooding), fundraising events, conferences, webinars, receptions, workshops, town halls, Match Day, continuing medical education, and Homecoming.
  • Lead department and unit-level events, donor receptions, and social events; consult with campus staff to determine event logistics.
  • Coordinate all aspects of commencement ceremonies, including attire acquisition, script preparation, faculty/staff communication, invitations, venue management, and ceremony logistics.
  • Manage event logistics such as scheduling, facilities use, vendor negotiations, lodging, food service, security, speaker engagement, registration, participant communication, and technical support.
  • Collaborate with facility managers and vendors, providing on-site assistance to ensure physical details like photography, furniture arrangement, and room décor are completed.
  • Work with the KCU Hospitality Manager for catering and hotel accommodations for large events requiring room blocks.
  • Oversee compliance with laws, regulations, policies, emergency procedures, and ADA requirements during events.
• Event Publicity and Marketing (15%)
  • Develop and coordinate event materials in partnership with the University Relations team, including invitations, programs, agendas, name tags, multimedia presentations, email communications, and web presence.
  • Collaborate with the University Relations graphics team for design, reproduction, and distribution of materials.
  • Coordinate mailing lists and event invitations.
  • Develop event messaging, intranet announcements, scripts, and talking points; coordinate creation and distribution with the University Relations team.
• Event Fiscal and Legal Support (15%)
  • Manage event budgets, monitor expenses, and maintain financial records and client profiles for billing.
  • Coordinate estimates, invoices, and payment collection; request purchase orders.
  • Collaborate with legal and finance staff on contracts and expenditures.
  • Administer budget, cost center, program, project, object, and contract numbers for document preparation.
• Team Management (10%)
  • Train, supervise, and manage Event Coordinator(s).
• Management Assistance of Campus Resources (5%)
  • Oversee the University Calendar in conjunction with Human Resources.
  • Work with campus operations departments (security, facilities, grounds, IT) to ensure resource availability.
  • Assist departments with scheduling events, guest speakers, and campus visitors.
• Other Duties (5%)
  • Perform other related work as assigned.
  • Manage KCU’s corporate rate agreements with hotels in the Kansas City and Joplin markets.

Requirements

• Bachelor’s degree in hospitality management, communications, marketing, or a related field. Equivalent experience may substitute for the degree.
• Five to six years of experience in event planning and execution, with at least one year in ‘corporate’ event planning.
• One to two years of experience in budget development and management.
• Extensive customer contact exposure.

Skills & Abilities

• Exceptional verbal, visual, and written communication skills, including the ability to write and speak concisely and accurately for diverse audiences.
• Creative ability to concept and develop visually appealing events, projects, and collateral materials.
• Highly organized, detail-oriented, and able to handle multiple projects from inception to execution under tight deadlines.
• Persuasive, tactful, and discreet with excellent follow-through.
• Proven ability to perform efficiently under pressure, including last-minute changes.
• Ability to interact with constituents at all levels with diplomacy, good judgment, and discretion.
• Proficiency in Windows-based environments and software: InDesign, Microsoft Office (Word, Excel, PowerPoint).
• Excellent telephone etiquette and proofreading skills.
• Flexibility to work occasional extended hours, evenings, or weekends.
• Willingness and ability to travel throughout the Kansas City metro area and to KCU’s Joplin campus approximately once a month.