Director for Campus Events & Scheduling
JOB TITLE: Director for Campus Events and Scheduling
DEPARTMENT: Finance and Administration
REPORTS TO: Vice President for Finance and Administration
Promotes, contracts and manages the use of University facilities and services by internal and external groups for meetings, conferences, receptions, graduations, fundraisers, dedications, performances, private parties, film screenings, concerts, festivals and more.
Essential Duties & Responsibilities:
- Manages the rental of UArts facilities to community groups and maximizes the rental income.
- Distributes contracts, collects Certificates of Insurance, follows up on collecting rental fees, and distributes Facilities Memos to order event set-ups.
- Works with housekeeping, security, maintenance and A/V to organize external and internal events on campus.
- Attends major rentals and internal events to make sure they run smoothly. This includes evening and weekend events.
- Prioritizes space usage for the academic calendar. Checks with departments to confirm their annual events, if not posted in the 25Live space scheduling system.
- Oversees the Summer Task Force meeting with departments who have summer events, to make sure there are no space conflicts and the set-ups and breakdowns between events runs smoothly.
- Assists with internal events when needed, including: Advancement Office dedications and fundraising events, President’s Office receptions, Staff Council Years of Service Luncheon, Honorand’s Dinner, Trustee Robing and Receptions during Commencement, and set-ups in Hamilton Hall for Commencement.
- Assists Departments with their events when needed.
- Hires students, alumni and staff to oversee the tech equipment in the theaters for rental events. Processes their contracts in a timely manner. Hires and pays Music students to perform at receptions.
- Performs other duties as assigned.
The above statements are intended to describe the general nature and level of work performed by the incumbent; they do not purport to describe all functions. Incumbent may be assigned other duties, and the essential functions may change from time to time as necessary.
- Bachelor’s Degree required
- Master’s Degree preferred
- 5 years’ experience preferred in event management and planning, preferably in an academic setting.
- Some evening and weekend work required.
Competencies, Knowledge, Skills & Abilities:
- Ability to plan, organize and execute events.
- Strong oral and written communication skills.
- Effective interpersonal skills.
- Knowledge of conference and event management.
- Outstanding customer service skills.
- Positive disposition and a responsive attitude.
- Knowledge of Microsoft Office applications.
- Ability to provide alternative solutions to questions and problems that arise.
- Ability to deal effectively with diverse customers and appropriately represent the University.
About The University:
University of the Arts’ mission is simple: to advance human creativity. Established in 1876, UArts believes creativity is the most essential skill for success in today’s society and has educated generations of groundbreaking artists, performers, designers and creative leaders for more than 141 years. After being granted university status in 1987, University of the Arts became the largest institution of its kind in the nation, offering programs in design, fine arts, media arts, crafts, music, dance, theater and writing. It now features 30 undergraduate arts majors, 15 graduate programs and the nation’s first PhD program in Creativity. UArts is also home to innovative centers across disciplines, including the Center for Immersive Media, Lightbox Film Center, Philadelphia Art Alliance and Rosenwald-Wolf Gallery. Learn more about UArts.
TO APPLY: Interested, qualified applicants should submit letters of application and resumes to the Human Resources Department via email to firstname.lastname@example.org. Please ensure job title is in the Subject line.
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