Assistant Director of University Events

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts, and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.

Job Summary

The Assistant Director of University Events is responsible for the strategic and logistical management of high visibility campus events. Ensures all events promote a positive image of the campus and reflect the brand, values, and culture. Regularly interacts with constituents and campus colleagues. Provides event planning expertise and oversees details and execution of multiple programs and events simultaneously in a fast paced environment. This position requires a high degree of independent decision-making and sound judgment.

Essential Functions

• Develops and implements plans for all complex aspects of events for the campus. Manages multiple programs and events simultaneously, focusing on strategy, goals, timeline, impact, budget, engagement, and follow-up.
• Creates systems and procedures to enhance and streamline the event management process, including technology and publicity. Serves as the on-site production manager at assigned event or activity.
• Liaises directly with Vice Chancellors, Deans, and other campus colleagues to design, recommend and provide coordination and project management to ensure complete and proper execution of details for all events success for their respective units.
• Serves as a campus resource on proper execution and details of event planning to ensure adherence to established protocols and practices. This includes advising on campus and special event protocols, reviewing written materials, and providing recommendations as needed to ensure that the campus's mission, goals and objectives are met.
• Represents Community Relations and University Events on committees and advises and assists the Director of University Events on a variety of topics, issues and projects.
• Maintains and supports the positive image of the campus through the successful development and management of high profile events and interactions with constituents alumni and friends, both on and off campus.
• Seeks, identifies and arranges guest speaker schedules and notify departments of key visitors as needed. Plans off-campus events, including location scouting, publicity (including advertising and promotional strategies for events) and event execution within stated timelines and budget constraints.
• Triages event related communications and determines proper action. Rapidly exercises judgment and demonstrates poise in problem solving for unforeseen and undesirable situations that may impact event planning and implementation.
• Prepares and disseminates briefings to various university officials on event logistics and their specific roles at events. Writes remarks and talking points for Chancellor and other senior administrators as needed and as appropriate for specific events and as approved by the Director of University Events.
• Researches, identifies and works directly with external vendors to negotiate costs and services, contracts, RFBs as needed. Develops and monitors event budgets to ensure cost control. Determine logistical requirements and limitations of selected venues and coordinate arrangements as needed to ensure the success of the event.
• Organizes and trains volunteers, faculty, and students as needed to support the execution of events.
• Ensures that the campus's commitment to diversity and inclusion is represented in all university events.

Other Functions

• Performs other duties as assigned.

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• Bachelor's degree with five or more years' experience to include event planning or program management.
• Proven ability to work cooperatively and effectively with senior management, staff and constituent groups across all levels of the organization and to maintain productive and professional relationships in complex, demanding environment.
• Ability to independently set priorities, plan, organize, coordinate and direct multiple, concurrent projects and complex tasks, coupled with the ability to develop and move strategic agendas forward and drive a high volume of work to completion.
• Ability to utilize independent judgment and manage sensitive and/or confidential information with discretion.
• Strong communications and interpersonal skills.

Preferred Qualifications

• Experience working within a higher education or non-profit environment.

Physical Demands/Working Conditions

Typical Office Environment.

Work Schedule

Monday-Friday 8:30 AM - 5:30 PM with flexibility and availability to change schedule and/or work nights and weekends for events as business needs dictate.

Salary Information

Level 27

PSU Hiring Ranges

Special Instructions to Applicants

Along with the application, please submit a resume, and cover letter. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.

Applications will be reviewed on a continuous basis until the position is filled. Early submissions are encouraged.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University. To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.