Director of University Events

Director, University Events
 
Job openings are posted for a minimum of seven days. This job may be removed from posting boards and filled any time after the minimum posting period has ended. The posted salary and/or position title may be adjusted dependent on the successful candidate’s education, experience, and unique qualifications as they relate to the position. 

This position designs and implements a strategic approach to campus events, establishing best practices and ensuring maximum coordination of events between key stakeholders’ campus wide. The role oversees the efficient use of the Mazevo campus space management software and serves as the global administrator to schedule thousands of annual campus events and meetings, ensuring optimal utilization of key spaces for campus and specifically for the Guillot University Center (GUC), Memorial Amphitheatre, UNA Fountain Plaza, and Wesleyan Auditorium. This position collaborates with campus departments to provide training and support for event management and the utilized software solution and includes training staff across campus to become proficient web requesters within the system. This role oversees campus wide building schedulers responsible for event venues including, but not limited to, Athletics, School of the Arts (Norton Auditorium, Mane Room, UNA on 6th), University Advancement, and the Guillot University Center, to facilitate strategic event planning. This position collaborates with campus-wide partners who host camps and conferences to coordinate space and facility logistics.   

This position also directs the daily operations of the Guillot University Center, including facilities management, event planning, income generation, fiscal oversight, and GUC policies and procedures. This role ensures the GUC is a welcoming, inclusive, student-focused facility while maintaining exceptional customer service and program delivery. Responsibilities include managing operations of the GUC, the mailroom, and Lion’s Den Game Room. The position directly supervises staff positions and indirectly oversees approximately 15 student workers supporting GUC operations, the game room, and mailroom functions. 

Salary will be commensurate with education and experience.
 

• Supervise full-time staff members and indirectly supervise student workers for the GUC Operations & Event Management technical staff, the main office suite, the Mailroom, and the Lion’s Den Game Room;
• Work with professional staff to provide ongoing comprehensive training and evaluation for professional and student staff members;
• Supervise record keeping of contracts, deposits, revenue generation, and fees paid;   
• Serve as cost center head and administer the budgets for the GUC Operations and Event Management, Lion’s Den Game Room, and Mailroom; 
• Develop strategic plans for generating revenue through the utilization of university facilities in a manner consistent with the mission of the University;
• Create invoices and facilitate fee collection; 
• Work with supervisor to set the fee structures for rentals and complete invoicing;  
• Oversee the Lion’s Den Game Room oversight budget committee; 
• Ensure that all conference and event planning is coordinated with facilities administration and planning and establish regular and efficient communication mechanisms between the offices;
• Oversee the GUC facility management audits in conjunction with facilities;
• Conduct routine walk-throughs with the team to assess facility needs;
• Work on a regular basis with facilities to schedule the regular cleaning and repairs of the GUC including submitting work orders;    
• Oversee assignments of furnishings, equipment, technical resources, technical staff, and other campus resources to ensure that the building is operational to support the events scheduled;
• Develop and implement an on-going facility and program assessment plan that includes assessment of services, program delivery, and student learning; 
• Assess and utilize data to improve the effectiveness of daily operations, communication processes, building policies, and procedures;
• Serve as one of the Mazevo software global administrators and departments campus wide while facilitating training and supporting other UNA staff as building schedulers and campus wide online requesters;
• Facilitate the Mazevo oversight committee that oversees all the users of Mazevo, the policies, and the procedures relative to the software system and the use of spaces;
• Work with the software support team to ensure the system is working properly, updates are implemented, and the University account is operating at an optimum level;  
• Direct the logistics of numerous university events including, but not limited to, lectures, seminars, performances, banquets, and conferences;
• Communicate with departments, including but not limited to facilities, parking, and police department concerning logistics for upcoming events;  
• Develop and refine event reservation policies and procedures, to ensure processes, policies, and procedures are transparent, efficient, and coherent for the campus and end users;
• Write contracts and policies as well as administer risk management for assigned university facilities for events including off-campus groups and conferences;
• Coordinate camps and conferences that utilize space within the GUC; 
• Collaborate with campus wide partners who host camps and conferences to coordinate space and facility logistics; 
• Serve as a resource for university departments, registered student organizations, and community representatives when planning events; 
• Oversee and update client lists and inventory database; 
• Facilitate training on the scheduling software; 
• Meet with clients, working towards solutions to meet their challenges; 
• Provide diagrams for clients to review optional set ups to choose from for their events;  
• Accumulate statistics of building usage for reports to determine recommended continuous improvements; 
• Facilitate surveys to gather input and feedback for services and spaces used in the GUC; 
• Perform all other duties as assigned.

Minimum Qualifications

• Bachelor's degree is required, preferably in events or arts management, education administration, or a related field; 
• Master’s degree is preferred; 
• Minimum of five years of progressively responsible experience in event coordination and management that demonstrates a record of success in overseeing complex events, managing budgets, and collaborating with internal and external stakeholders is required;
• Minimum of two years of experience supervising professional staff is required;
• Experience working with various constituency levels including faculty members and academics, alumni and donors, vendors and caterers, facilities management, high-level administrators, and the public is preferred. 

Special Instructions to Applicants
To view the complete job description and/or apply for this position, please visit our Online Employment System at https://www.schooljobs.com/careers/una.  Applications will only be accepted via this system.  Applicants must upload a cover letter and resume at the time of application as well as provide contact information for at least three professional references at the time of application.  For questions, please email employment@una.edu or call 256.765.4291 and select option #2. Selecting an option other than #2 will result in a delayed response.
 
UNA is an equal opportunity employer committed to achieving excellence and strength through diversity. UNA seeks a wide range of applicants for this position so that one of our core values, ethnic and cultural diversity, will be affirmed. UNA is a smoke-free campus.