What are the responsibilities and job description for the Director of University Events position at The University of Tulsa?
Job Summary
The Director of University Events is responsible for the strategic oversight, coordination, and execution of a broad range of university-sponsored and external events hosted on campus. This position manages all aspects of event scheduling and contracting, collaborates with internal and external service providers to ensure seamless logistics of all university events and supports camps and conferences throughout the year. Additionally, the Director partners with the Marketing and Communications department to develop and implement comprehensive promotional strategies aimed at maximizing space utilization and generating revenue. The role requires a strong commitment to quality, safety, and alignment with the university’s mission, ensuring that all events are executed professionally, efficiently, and within budget.
Essential Functions (Responsibilities)
Event Planning and Execution
- Oversee all aspects of planning, organizing, budgeting, and executing university-sponsored events such as academic ceremonies, student programs, external camps and conferences, and special functions.
- Prepares estimates and contracts for external clients in all university spaces.
- Manage logistics including scheduling, catering, audiovisual needs, security, and coordination with campus partners.
- Maintain event management systems, scheduling software, calendars, and records for accurate planning and reporting.
- Enforce university space use policies and mediate scheduling conflicts in collaboration with key stakeholders.
- Collaborate with the Executive Director of Campus Services to develop and update event policies, procedures, and operational standards.
- Ensure all events comply with university safety standards, risk management protocols, and legal requirements.
- Develop and communicate safety plans for large-scale and high-risk events.
- Lead post-event evaluations and implement continuous improvement initiatives.
Vendor, Client, & Stakeholder Relations:
- Serve as the primary liaison with faculty, staff, student organizations, internal departments, and external vendors to meet event needs.
- Maintain knowledge of current event service vendor contracts and coordinate vendor services for internal and external clients.
- Oversee billing, invoicing, and fund transfers in coordination with the Bursar’s Office.
- Build and maintain positive client relationships by providing efficient, high-quality services.
- Develop and manage event budgets, monitor expenditures, and prepare post-event financial reports.
- Analyze market trends and internal operations to identify opportunities for cost reduction, service improvements, and policy updates.
- Conduct financial analysis and benchmarking to inform pricing strategies and annual rate increases.
Marketing and Communications:
- Support Marketing and Communications in developing event marketing and communications strategies, including promotional materials, invitations, and social media outreach.
Other Duties
- Perform additional responsibilities as required or assigned.
Required Qualifications
Knowledge, Skills, and Abilities:
- Knowledge of events and how they are organized / facilitated.
- Strong analytical ability to interpret and use complex data, logical and data-driven work style.
- Ability to multi-task efficiently in a fast-paced environment, drive projects to completion, and act with a sense of urgency.
- Extremely proficient with Microsoft Suite.
- Excellent verbal and written communication skills, ability to communicate effectively at all levels of the company.
- A collaborative team player, who can coordinate work effectively with employees, team members, and outside vendors.
- Ability to maintain a high level of confidentiality.
- High attention to detail, demonstrated practice of establishing effective priorities and meeting deadlines.
- Strong customer service with a can-do attitude and strong interpersonal skills.
- Proficient in using event/room scheduling software.
Equivalent Education and Experience:
- Bachelor’s Degree in related field.
- 5 – 7 years of event coordinating and event promotion experience demonstrating increasing responsibility.
Preferred Qualifications:
- Master’s degree in related field.
- Crowd Control Certification.
- CPR / AED Certification.
Special Job Dimensions:
Work may require working with highly sensitive or confidential information. Ability to lift and carry 50 pounds, stoop, reach, stand, walk, finger, grasp, feel, talk, hear, see, and perform repetitive motions with or without reasonable accommodations. Occasional evening and/or weekend work may be required.
Disclaimer:
The essential job functions and associated qualifications contained in this document describe the general nature and level of the work performed. They are not intended to represent an exhaustive listing or be inclusive of all aspects of the job. The tasks and procedures involved in the performance of the essential job functions may vary day-to-day. Major changes in areas of responsibility may occur, as directed by management, and will require revision of this job description.