Senior Associate Director of University Events -Ceremonial

We need to output HTML fragment with sections: About the role? Actually job summary is provided. We need to use

for section headings: e.g., About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We must include sections only when posting has real specific content. We have job summary, responsibilities, qualifications (required, preferred), competencies, education, experience, etc. Also we have work environment, physical demands, schedule (position type/expected hours), travel, benefits (mentioned). Pay: they say "competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget." That's vague, not specific numbers. According to rule: never emit a heading followed by filler/placeholder text (e.g., "commensurate with experience", "not specified", "N/A", "varies", "TBD") and never create Pay/Schedule/Benefits sections unless the posting actually states them. For Pay, they only say commensurate... that's placeholder, so we should NOT create a Pay section. For Schedule, they have Position Type/Expected Hours of Work: full-time, Monday-Friday 8:30-4:30, plus long hours and weekend work for event prep, etc. That's specific schedule info, so we can include a Schedule section. Benefits: they list benefits: medical, dental, life insurance, long term disability, tuition remission, generous 403(b) employer contribution, employee assistance program, liberal paid time off, plus performing arts, libraries, etc. That's specific benefits, so we can include Benefits section. We need to avoid repeating job title as heading. No Job ID etc. We need to use

for each section heading. Use

• for any list of duties/requirements/benefits. Use

  for prose. We need to preserve all substantive information; do not invent or summarize away detail. Remove boilerplate: cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, application instructions. At end there is EEO statement etc; we should drop that. We need to include sections only when posting has real specific content. Likely sections: About the role (maybe job summary), Responsibilities, Requirements (maybe qualifications), Qualifications (maybe preferred?), Skills (competencies), Benefits, Schedule. Could also have Work Environment etc but not required headings; we could incorporate into About the role or Responsibilities? The instruction says use those headings; we can add others if needed but better to stick to given list. However we can also include other sections if needed but they didn't forbid; they said use

  for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). That suggests we can use those headings; we could also add others like Work Environment but not in list; maybe better to stick to those. We need to decide mapping: - About the role: could contain job summary and maybe overview of St. John's? But the job summary is about role. The introductory paragraph about St. John's is background about university; could be considered About the role? Might be okay to include in About the role. - Responsibilities: list of duties from Job Responsibilities sections. - Requirements: maybe Required Qualifications. - Qualifications: maybe Preferred Qualifications. - Skills: Competencies, Education, Experience (maybe combine). Could also include required qualifications as skills? But we have separate Requirements and Qualifications; we can put Required Qualifications under Requirements, Preferred under Qualifications, and Competencies under Skills. - Benefits: list benefits. - Schedule: position type/hours, travel, etc. We must not include Pay. We need to ensure we don't repeat content. Let's extract substantive content: University description: St. John’s, established in 1870, has two New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University’s outstanding academics, diverse student body, dynamic internship, and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John’s University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations. A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John’s is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. Our graduates will excel in the competencies and values needed for leadership and service in a rapidly evolving world. That's background; could be part of About the role. Job Summary: The Senior Associate Director serves as the primary event manager and planning lead for the University’s most visible institutional level events, including but not limited to ceremonial and academically affiliated events, including commencements, convocations, and other high-impact ceremonies and events. This role owns a defined portfolio of events and is responsible for the end-to-end planning, coordination, and execution of all events-related tasks, from early concept through delivery and post-event close-out. Working in close partnership with the Executive Director of the Office of University Events, the position shares accountability for event outcomes, execution readiness, and post-event assessment, consistent with the Office’s tiered portfolio model. Portfolio ownership includes discipline around scope, sequencing, and resourcing decisions, escalating matters of institutional risk or protocol exception to the Executive Director. The role translates academic tradition, institutional standards, and presidential priorities into disciplined, high-quality events and represents the Office with professionalism, judgment, and discretion in all internal We could combine job summary into About the role. Responsibilities: many bullet points under headings: Portfolio Ownership & Event Management, Event Planning, Execution, Logistics & Vendor Coordination, Commencement Planning & Committee Leadership, Partnership & Collaboration, Event Administration, Communications & Documentation, Assessment, Reporting, and Continuous Improvement, Communication and Collaboration. We need to extract each duty as list items. Let's list them: From Portfolio Ownership & Event Management: - Serve as event manager for assigned events, including but not limited to ceremonial and academic such as commencements, convocations, and recognition ceremonies. - Act as the single point of coordination for all planning and execution-related tasks for assigned events. - Plan, integrate, and manage all event workstreams, ensuring tasks are identified, sequenced, and completed on schedule. - Ensure alignment with University goals, presidential priorities, and institutional strategy. Event Planning: - Plan events that advance the priorities of the university while reflecting academic tradition, institutional protocol, and University standards. - Develop comprehensive planning materials for review with the Executive Director, including: - Event programs and planning proposals - Identification of key program participants, speakers, honorees, stage party, and leadership roles - Guest lists, seating charts, stage seating plans, recognition plans, and VIP protocols - Event run-of-show documents, scripts, cues, directions, and staffing assignments - Determine appropriate event locations (on- and off-campus) and submit recommendations for approval. - Conduct research and prepare statistical or summary information to support planning, proposals, and evaluations. Execution, Logistics & Vendor Coordination: - Coordinate and oversee all logistical and operational elements of assigned events, including: - Venue preparation and space reservations - Staging, audiovisuals, accessibility, and security coordination - Vendor service requests, contracts, and floor plans - Catering coordination, menu development, and recommendations - Event staffing plans, including commencement host staffing and - Other event tasks as outlined in planning documents - Lead on-site execution, managing flow, timing, transitions, and real-time issue resolution. - Ensure all event materials and supplies are properly prepared, labeled, packed, and staged in advance. Commencement Planning & Committee Leadership: - Serve as co-chair of the Commencement Committees. - Initiate and coordinate commencement committee schedules, planning timelines, and execution plans. - Develop agendas and planning materials for review and discussion with Executive Director. - Provide regular updates to the Executive Director to ensure alignment on priorities, readiness, and key decisions. Partnership & Collaboration: - Work in close partnership with University leadership and, as needed, unit-based professionals to ensure clarity of roles, decision-rights, and shared accountability. - Support event objectives while maintaining institutional standards, protocol, and governance expectations. - Provide regular updates to the Executive Director to ensure alignment on priorities, readiness, and key decisions. Event Administration, Communications & Documentation: - Prepare all event-related documents in accordance with Office procedures and governance standards. - Coordinate development of event communications and collateral in collaboration with MarCom. - Draft, review, and proof communications and printed materials for final approval. - Maintain reservation databases, as needed, seating charts, and master reply lists; execute mail merges and invitation distribution. - Maintain accurate electronic and hard-copy event files, including prior-year records, event binders, and shared folders. - Collaborate with the Assistant Director of Office Operations and Administration on event budgets and financial tracking. - Collaborate with Manager of Protocol and Event Systems Coordinator to improve efficiency and productivity as it relates to event tasks. Assessment, Reporting, and Continuous Improvement: - Work with the Executive Director to define desired outcomes and measures of success for events. - Analyze the success of each event and identify opportunities for refinement and improvement in relation to strategic outcomes. - Prepare post-event assessments summarizing outcomes, feedback, and lessons learned. - Lead post-event evaluation, documentation, and reporting for assigned events. - Provide data, insights, and recommendations to support portfolio-level KPI assessment and continuous improvement efforts. Communication and Collaboration: - Provide timely updates to the Executive Director and collaborate with University offices, event partners, schools, colleges, administrative units, and external partners to support effective planning and timely resolution of event-related issues. - Represent the Office of University Events with professionalism, discretion, and institutional awareness at all times. - Assist with planning other high-level events and projects as needed. - The role operates within institutional standards, protocols, and decision-making frameworks established by the Office and does not establish University-wide event policy or protocol. That's responsibilities. Requirements (Required Qualifications): - Bachelor’s degree required - 7–10 years of experience in ceremonial events, academic event planning, and/or institutional events, in protocol-driven environments - Demonstrated experience planning and executing large-scale, high-profile events - Strong organizational, coordination, and problem-solving skills Preferred Qualifications: - Master’s degree in higher education administration, communications, public administration, hospitality, or a related field - Experience in a higher education or mission-driven institutional setting - Direct experience with commencements or major academic ceremonies - Supervisory Responsibility: No (maybe not needed) - Additional Eligibility Qualifications: N/A (skip) Competencies, Education, Experience (Skills): List from "Competencies, Education, Experience": - Deep understanding of academic ceremony, institutional protocol, and higher education culture. - Strong event planning and management skills in complex, high-visibility, ceremonial environments. - Demonstrated ability to plan, integrate, and manage large numbers of detailed, interdependent tasks. - Excellent follow-through and accountability; exercises independent judgment and sound decision-making. - Strong sense of urgency with a commitment to accuracy, quality, and timeliness. - Exceptional attention to detail; strong organizational and time-management skills. - Proven ability to manage multiple priorities and competing deadlines effectively. - Sound judgment and risk awareness, particularly in reputationally sensitive or ceremonial contexts. - Strong critical-thinking and problem-solving skills; resolves issues under pressure with professionalism and speed. - Maintains a calm, composed demeanor in high-stress and time-sensitive situations. - Ability to balance tradition, institutional standards, innovation, and operational practicality within governance frameworks. - Strong interpersonal and diplomatic skills; ability to build effective relationships with senior leadership, faculty, donors, alumni, students, and campus partners. - Clear, effective written, verbal, and interpersonal communication