Description

POSITION OBJECTIVE 

The director of university events is responsible for strategizing and executing the long-term strategy and planning of centralized donor and university events and programs that communicate and celebrate Case Western Reserve University's achievements, priorities, and impact of philanthropy. With guidance from the assistant vice president of donor relations and events, the director will develop and implement university standards and protocol for university events and programs including academic ceremonies and protocol; create unique programs that ¿connect¿ or ¿reconnect¿ our donors and high-level constituents to the university, which increase the visibility and reputation of CWRU nationally and internationally; represent the assistant vice president on select work groups and committees; and provide event management and consultation services to schools and departments across campus. This position involves regular and extensive interaction with university administration, donors, community leaders, faculty, staff, students, and alumni of CWRU. The director has extensive contact with external vendors to schedule and provide services needed to implement successful events.

ESSENTIAL FUNCTIONS

Provide leadership and management to donor and university events hosted by the president, provost, senior vice president for university relations and development, and other constituent groups in collaboration with various university departments and external clients to ensure seamless execution. Provide thorough event briefs to the assistant vice president and other university administration for each event involving the department. Participate on committees and working groups as needed to represent the interests of the assistant vice president as they relate to events and protocol. Provide leadership and oversight to all aspects of list management, seating strategy, and continuous communication with development officers, faculty, and administrators. (40%)
Collaborate with the assistant vice president to prioritize office's event strategies.  Assist the assistant vice president in planning varied and complex donor and university events and programs hosted by the president, provost, senior vice president for university relations and development, and other constituent groups. Under direction of the assistant vice president, manage the involvement of schools/college and other departments for campus wide events. (20%)
Prepare the president and provost for their roles in university events through various means including, but not limited to, guiding, or developing talking points, scripts, background materials, and other resources as needed. (15%)
Provide complete event management and services for the university functions that occur on campus or events hosted elsewhere. Management includes design, catering, floral, music, incentives, invitations, setup/load out, valet and support staff. Review strategy, logistics, and needed services for current and future university events to ensure strong communication and seamless execution. Lead and direct university staff, contract staff, vendors, volunteers, and students as warranted by the event needs, including key representatives from campus services, police and security, facilities customer service, custodial, MediaVision, Standard Parking, and others. Manage budget account(s) assigned to the Office of Development Programs and other departments for events supported by the department. Maintain accurate records of event expenditures, pay bills in a timely manner, and provide final accounting for all event expenses. (15%)
 

NONESSENTIAL FUNCITONS

Convene the Council of Event Managers which involves event planners from across the university (schools, colleges, departments) to provide updates on university protocol, upcoming event schedules, and appropriate outside resources/vendors. (5%)
Collaborate with and assist the assistant vice president of donor relations and events with the planning and execution of all events and programs as needed on or off campus to ensure seamless execution. (5%)
Perform other duties as assigned. (<1%)
 

CONTACTS

Department: Contact with assistant vice president, senior directors, and all department staff as required to perform essential functions.

University: Contact with senior level administrative staff, senior staff in colleges and management centers, University Relations and Development staff, faculty and Board of Trustees as required to perform essential functions.

External: Contact with friends of the university, corporate, foundation and community leaders, donors, alumni and outside vendors and consultants as required to perform essential functions.

Students: Contact with students/student volunteers as required to perform essential functions.

SUPERVISORY RESPONSIBILITIES

Direct supervision of the assistant director of university events. Will supervise volunteer and/or contract staff as required by event needs.

QUALIFICAITONS

Experience: 5 or more years work experience in event planning/management, hospitality management, public relations, or related field; experience in higher education preferred.

Education/Licensing: Bachelor's degree required; Master's degree preferred.

REQUIRED SKILLS

Proven ability to identify problems and deliver appropriate responses to complex issues involved in university protocol and event management.
Commitment and attention to quality, detail and appropriate protocol are essential.
Good political judgment and sensitivity, the ability to view events in a larger context, and the wisdom to know when it is appropriate to elevate problems - with recommended solutions - to senior leadership are vital.
Demonstrated ability to cultivate and sustain collaborative working relationships through flexibility, tact, approachability and responsiveness.
Proven ability to maintain good client relations and strong teamwork among various groups with an upbeat attitude and sense of humor are important for this role.
Proven experience with budget management is preferred.
Ability to discreetly handle sensitive information is essential.
Demonstrated excellent writing, communication and interpersonal skills are necessary, as is ability to interact with diverse internal and external constituencies. Ability to interact with colleagues, supervisors, and customers face to face. 
Computer proficiency (including Microsoft Office) and the ability to learn new programs.
Ability to meet consistent attendance. Ability to work outside of regular office hours on a regular basis, including evenings and weekends.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
 

WORKING CONDITIONS

General office working environment. Must be able to work outside of regular office hours on a regular basis, including evenings and weekends. Occasional driving required (personal vehicle needed).

Requirements

QUALIFICAITONS

Experience: 5 or more years work experience in event planning/management, hospitality management, public relations, or related field; experience in higher education preferred.

Education/Licensing: Bachelor's degree required; Master's degree preferred.