Director of University Events

Job description

Job Type: Staff Job Description: The Director of University Events is responsible for planning and executing all onsite and offsite events sponsored by and in collaboration with all departments within Kansas City University. This role manages and oversees event operations. Duties include establishing event plans and themes, budgets, contacting and selecting speakers and arranging for their travel when necessary, negotiating hotel blocks for major events, oversight of event specific catering, security, publicity, materials, and equipment; negotiating with vendors; negotiating and reviewing contracts for approval by legal and finance; processing billing; conducting event briefings and debriefings. This position will manage and coordinate University signature events on two campuses, including but not limited to commencement ceremonies, white coating ceremonies and pinning ceremonies. Additional responsibility in coordinating and executing Board of Trustees events. Duties and Responsibilities: Event Planning and Coordination 50% Serves as the point of contact and plans, develops and coordinates all college events, such as annual ceremonies (commencement, white coating, pinning, hooding), fundraising events in conjunction with the Department of Philanthropy, conferences and webinars, receptions, workshops, town halls in conjunction with Human Resources, Match Day, continuing medical education, Homecoming. These events range in scale from large to small events. Serves as events lead on department and unit-level events and coordinates donor receptions and social events; consults and coordinates with appropriate campus staff/clients to determine logistics for event. Upon approval from the Executive Director of University Relations, additional events may be added to the event task load. Coordinates all aspects of commencement ceremonies including acquiring attire for students and faculty and administration, script preparation, communication with faculty and staff, invitations, venue management, logistics of ceremony, briefings and debriefings. Coordinates services and manages event logistics including scheduling, facilities use, vendor negotiations and contracts, lodging, food service, security, speaker engagement, event registration and participant communication, equipment and technical support. Collaborates with facility managers and vendors and provides on-site assistance at events. Ensures physical details, such as photographers, furniture arrangement and room décor, are completed. Collaborates with KCU Hospitality Manager for catering services and hotel accommodations for large events requiring room blocks. Oversees and monitors compliance with applicable laws, regulations, policies, emergency procedures, and ADA compliance during programs/events. Event Publicity and Marketing 15% Develops and coordinates event materials in partnership with colleagues in the University Relations team including invitations, programs, agendas, name tags, multimedia presentations, email communications/invitations and web presence. Works in close collaboration with University Relations graphics team for design, reproduction and distribution of materials. Coordinates mailing lists and event invitations. Develops event messaging and intranet announcements, scripts and talking points; coordinates creation and distribution with KCU University Relations team. Event Fiscal and Legal Support 15% Manages event budgets including monitoring expenses. Maintains financial records and customer/client profiles for proper billing. Coordinates estimates, invoices and collection of payments. Requests purchase orders. Collaborates with legal and finance staff on contracts and expenditures. Administers working knowledge of budget, cost center, program, project, object, and/or contract number when preparing documents. Team Management 10% Train, supervise and manage the Event Coordinator(s). Management Assistance of KCU's on campus resources 5% Oversee the University Calendar in conjunction with Human Resources. Work closely with various campus operations departments (security, facilities, grounds, IT, etc.) to ensure campus resources are available. Assist various departments on campus with scheduling events, guest speakers, guests on campus, etc. Other 5% Perform other related work as required or assigned. Manage KCU's corporate rate agreements with various hotels in the Kansas City and Joplin markets. Qualifications: Bachelor's degree in hospitality management, communications, marketing, or related field. Equivalent experience may substitute for degree. Five to six years in event planning and execution. Minimum of one year in ‘corporate’ event planning and execution. One to two years’ experience in budget development and management. Extensive customer contact exposure. Skills & Abilities : Exceptional verbal, visual, and written communications skills, including the ability to write and speak concisely and accurately in a style appropriate to the medium and the audience. Creative ability, with visual clarity, to help concept and develop visually pleasing and effective events, projects and collateral materials. Highly organized and detail-oriented. Persuasive, tactful and discreet with excellent follow-through essential. Efficient and effective performance, especially under pressure of deadlines and last-minute changes. Proven ability to handle multiple projects from inception through execution while insuring that internal and external deadlines are met. Ability to converse and interact with constituents at all levels, with ease. Demonstrated ability to be diplomatic at all times, exercise good judgment, and utilize discretion as appropriate. Must be familiar with Windows-based computer environments and proficient in the use of the following software: InDesign, Microsoft Office (Word, Excel and PowerPoint). Excellent telephone etiquette and proofreading skills a must. Flexible, with the ability to work occasional extended hours, evenings, or weekends. Willing and able to regularly travel throughout Kansas City metro and travel (approximately once a month) to KCU’s Joplin campus. Equal Opportunity Employer KCU is committed to promoting an equal employment opportunity workplace. Equal opportunity is and shall be provided for all employees and applicants for employment on the basis of their demonstrated ability and competence without discrimination on the basis of race, color, religion, sex, age, national origin, genetic information (GINA), physical or mental disability, pregnancy, sexual orientation, gender identity, marital status, familial status, ancestry, military and/or veteran status, and/or any other status protected by applicable Federal, state or local law. Annual Security Report KCU is committed to providing a safe campus for students, faculty, and staff. Our annual campus security report lists campus crimes and statistics for the campus and public areas around campus for the last three years, in accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. Thank you for your interest in a career at KCU!