Assistant Director of Development Events and Protocol

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $23.68 per hour, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

POSITION OBJECTIVE

The assistant director of development events and protocol is responsible for executing centralized donor and university events and programs that communicate and celebrate Case Western Reserve University's achievements, priorities, and impact of philanthropy. As the lead, the assistant director is responsible for all aspects of assigned events to include budget/ invoice coordination, preparing presentations, list coordination, managing relationships and overseeing event logistics. Work involves independent judgments and decisions to implement strategies and tasks necessary to handle all the aspects of the events. Assigned events include receptions, breakfasts, luncheons, dinners, visiting committee meetings, VIP visits, etc. for university-wide engagement events and development programs which increase the visibility of the university's reputation nationally and abroad. Collaborate with campus colleagues to extend the presidential standard of hospitality throughout the university and provide guidance in the support of functions, including university wide events, receptions, ceremonies, and dinners. This position provides oversight to ensure desired outcomes for all events where the president has a role, with a particular focus on events organized and led by other campus departments.

Essential Functions

• Oversee and manage event management and services for assigned university functions for which the president has a significant role to ensure events and programs comply with presidential protocol policies and standards. This includes management of events hosted at the president's residence, Harcourt House. Provide thorough and accurate event briefs, attendance reports, and other supporting documentation from internal and external sources are reviewed, approved, and finalized for the office of the president, within timeline requirements. Management includes collaborating with university departments and external clients, invitation processing and response tracking, design, audio visual, catering, tenting, floral, music, incentives, setup/load out, valet, and support staff. Maintain accurate records of event expenditures, pay bills in a timely manner, and provide final accounting for all event expenses. Assigned events include celebrations, receptions, luncheons, award ceremonies, Board of Trustees meetings/dinners, presidential dinners, holiday open house, etc. Interact extensively with trustees, donors, staff, and alumni to develop ideas and initiate collaborative recognition activities. Manage event follow-up including sending thank you notes, recognition items, photographs, and keepsakes as appropriate. Create and implement proposals for alumni and donor follow up and communication on behalf of the president. Manage the university's involvement with identifying, recruiting, and preparing university delegates to represent Case Western Reserve University at official functions when the university president cannot attend. (50%)
• Manage and execute presidential events and programs at the president's residence at Harcourt House to ensure compliance with presidential protocol policies and standards. Work with the director of events and programs to execute successful events and programs at Harcourt House. (15%)
• Manage donor, staff, faculty, and student campus events and programs hosted by the president and/ or provost, in collaboration with various university departments and external clients to ensure seamless execution. Events will be held on campus, Harcourt House, and both nationally and internationally. Provide recommendations for list management, seating strategy, agenda, menu planning, etc. Interact extensively with trustees, donors, staff, and alumni to develop ideas and initiate collaborative recognition activities. Manage event follow-up including sending thank you notes, follow up materials, appropriate recognition items, photographs, and keepsakes as appropriate. (15%)
• Collaborate with the assistant vice president of donor relations and event, and directors of events and programs to prioritize office's event strategies. Assist the assistant vice president in planning varied and complex alumni, 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. (10%)
• Lead the convocation committee as it relates to the campus-wide May convocation event which will serve as the kick-off to commencement. Will work directly with schools and units in planning the celebration activities that surround May Convocation to ensure a memorable experience for graduates and the entire campus community. Managing logistics for the Clap-Out and convocation BBQ which will include scheduling and attending monthly meetings with the commencement office, manage and oversee student check-in for undergraduates and each of the schools, recruit staff and faculty volunteers to assist with Clap Out and BBQ, manage volunteers, work with the commencement office and university marking and communications to create buzz, fun, and excitement for the new campus tradition. Participate on committees and working groups as needed to represent the interests of the assistant vice president of donor relations and events as they relate to events and protocol. (10%)
  
  
  

Nonessential Functions

Perform other duties as assigned. (<1%).

CONTACTS

Department: Frequent contact with assistant vice president, and all donor relations and events staff as required to perform essential functions.

University: Frequent contact with the president, provost, deans, vice presidents, associate vice presidents, assistant vice presidents, chief development officers, development officers, alumni relations team, and staff as required to perform essential functions.

External: Regular contact with the Board of Trustees, donors, community leaders and personalities, and friends as required to perform essential functions.

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

SUPERVISORY RESPONSIBILITY

No direct supervisory responsibility. Manage student volunteer schedules and activities at events.

Requirements

Experience: 3 or more years of experience in event planning/management, public relations, or related field; experience in higher education desired. Experience in budget management is preferred.

Education: Bachelor's degree required.

Essential 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 able to interact with various 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 environment. Must be able to work outside of regular office hours on a regular basis, including evenings and weekends.

This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.