Sr. Asst. Director of Academic Events & Ceremonies

Overview

Under general direction from Assistant Vice President of Special Events, the Senior Assistant Director of Academic Events & Ceremonies (SADAEC) strategically plans, creates, and leads academic events, ceremonies and programs designed to achieve institutional priorities.

The SADAEC creates memorable and engaging event experiences for students, faculty and the campus community through the production and management of impactful, high-caliber events.

Responsibilities

Leadership and Development

• Actively participates in the strategic and operational planning for the Office of Special Events; assists with the development of goals and objectives.
• Leads and assists in the professional development of two full-time staff members; oversees their operational duties as well as provides training and mentoring to ensure their creativity, accuracy, productivity, and growth.
• Develops detailed budgets and reports for each event and chronicles all expenses while ensuring financial guidelines are met.

Assists in the development of departmental annual budget.

• Develops event-related strategies and establishes best practices and operational procedures to increase efficiency and professionalism of events.
• Conducts and / or facilitates risk assessments, crisis, and contingency planning for events on campus and in external venues to ensure the health and safety of event attendees.
• Leads and works collaboratively with committees comprised of representatives from academic programs and departments across campus to achieve successful outcomes of institutional events.
• Writes and evaluates request for proposals and request for bids (RFP / RFB) for hiring external venues and service providers.
• Cultivates, establishes, and maintains relationships with senior and academic leadership, faculty and individuals within EVMS departments.

Event Planning and Production

• Successfully manage the planning and implementation of an event portfolio that includes but is not limited to white coat ceremonies, pinning ceremonies, honor society inductions and recognitions, student orientations, commencement, Match Day, receptions, dinners, community outreach, lectures, workshops, and conferences, etc.
• Development of event goals, design, communications plans, timelines, and budgets.
• Provide end-to-end planning and management of all aspects of academic and ceremonial events including but not limited to building registration and informational sites, developing timelines / checklists, reporting, negotiating contracts, hiring external vendors such as catering, audio / visual, décor, entertainment, etc.
• Create and evaluate RFPs / RFB’s to secure external venues and service providers. Conduct research and site visits; negotiate cost savings, where possible.
• Critically assess all events planning and implementation, develop surveys, and make recommendations for process and overall event improvements and enhancements.
• Outline revenue and expenses; monitor budget and track expenses against goals.
• Liaise with marketing department on all collateral, social media, and promotional needs.
• Manage event load in / out and staging areas for event supplies, equipment, or other.
• Anticipate staffing and other resource needs.
• Ensure post-event items including evaluation, budget reconciliation, and documentation are completed.
• Track internal processing and financials to include check requests, invoicing, and payments.

Managing and Supervisor duties

• Supervises two full-time staff members and oversees their operational duties as well as provides training and mentoring to ensure their creativity, accuracy, and productivity.
• Performs other duties as assigned.

Qualifications

Preferred :

• Four (4) years of experience in Event Management, Hospitality, Communications, or a related field.
• Minimum of two (2) years of experience managing direct reports.
• Certified Special Event Planner or Certified Meeting Professional certification.
• Batchelors degree with a combination of experience is desirable

Location : Location

US-VA-Norfolk