Assistant Director of University Events

POSITION OBJECTIVE

The assistant director of university events is responsible for executing centralized alumni, donor and university events and programs that communicate and celebrate Case Western Reserve University's achievements, priorities, and impact of philanthropy. The assistant director provides direction and support for special event functions, which include campus service management, budget/invoice coordination, meeting management, list management and daily office operations. Work involves contributing to the larger department's programming and independent judgments and decisions to execute events.

This position, which reports to the director of university events, involves regular and extensive interaction with university administration, donors, trustees, community leaders, faculty, staff, students, and alumni of CWRU. This position has extensive contact with external vendors to schedule and provide services needed to implement successful events.

ESSENTIAL FUNCTIONS

1. 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. This includes management for events hosted at Toby's Plaza and on occasion at the president's residence, Harcourt House. Provide thorough event briefs to the department leadership and other university administration as necessary. Assist director with the creation of itineraries for high-level and VIP visitors to campus. Provide recommendations for list management, seating strategy, agenda, menu planning, etc. Manage budget account(s) assigned to the Office of Donor Relations and Events 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. 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. (60%)
2. Collaborate with the assistant vice president of donor relations and events and director of university events to prioritize office's event strategies. Assist the assistant vice president in planning diverse 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. (15%)
3. 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%)
4. Develop, refine, and oversee space utilization policies for Toby's Plaza for all internal, external, and MOCA programming requests. Provide oversight and on-site management for all internal and external events scheduled on Toby's Plaza. Develop and maintain scheduling system for the Uptown space called Toby's Plaza at Case Western Reserve University. Facilitate and respond to inquiries for space reservations by internal and external groups and capture MOCA¿s programming requests. Provide guidance to MOCA for all MOCA programming events scheduled on Toby's Plaza. (10%)

NONESSENTIAL FUNCTIONS

1. Collaborate with and assist the assistant vice president of donor relations and events with the planning and execution of all programs and events as needed on or off campus to ensure seamless execution. (5%)
2. Perform other duties as assigned. (<1%)

CONTACTS

Department: Contact with associate vice president, assistant vice president, directors, and all donor relations and events 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 and student volunteers as required to perform essential functions.

SUPERVISORY RESPONSIBILITY

No direct supervisory responsibilities. May supervise volunteer and/or contract staff as required by event needs.

QUALIFICATIONS

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

Education: Bachelor's degree required.

REQUIRED SKILLS

1. Proven ability to identify problems and deliver appropriate responses to complex issues involved in university protocol and event management.
2. Commitment and attention to quality, detail and appropriate protocol are essential.
3. 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.
4. Demonstrated ability to cultivate and sustain collaborative working relationships through flexibility, tact, approachability, and responsiveness.
5. 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.
6. Proven experience with budget management is preferred.
7. Ability to discreetly handle sensitive information is essential.
8. 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.
9. Computer proficiency (including Microsoft Office) and the ability to learn new programs.
10. 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.
11. Ability to meet consistent attendance. Ability to work outside of regular office hours on a regular basis, including evenings and weekends.
12. Willingness to learn and work with artificial intelligence (AI) tools and technologies.

WORKING CONDITIONS

General office working environment. Must be able to work outside of regular office hours on a regular basis, including evenings and weekends.

Hybrid Eligibility

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.

EEO Statement

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.

Reasonable Accommodations

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.