Assistant Director Of University Events

Working Title Assistant Director of University Events Position Number FA278 FLSA Exempt Appointment Type Full Time Sensitive Position No Sensitive Position Statement

A sensitive position requires a fingerprint-based criminal history check.

This is NOT a sensitive position.

Campus Security Authority No Campus Security Authority Statement

This position is NOT designated as a Campus Security Authority. A Campus Security Authority (or CSA) is defined as an "official of the institution with significant responsibility for student and campus activities." A CSA is required to immediately report any crime that is reported to them to the University Police who will then review, evaluate, and investigate the reported crime. Annual training is required by the Department of Education for all personnel who have been designated as a Campus Security Authority.

Designated Personnel No Designated Personnel Statement

A "designated position" could potentially be required to work (depending on the event) during an emergency closing. This is NOT a "designated position."

Statement of Economic Interest No Statement of Economic Interest Statement

This position does NOT require a Statement of Personal Economic Interest.

Restricted Position No Restricted Position Statement

A restricted position would be subject to availability of funding. This is NOT a restricted position.

Chief Objective of Position

In consultation with the Director of University Events, Senior Administration, and collaboration with the University Events Team, designs, plans, implements, and staffs an annual set of over 150 special events to include: commencement, convocations, admission events, advancement/fundraising events, Board of Visitors' meetings and events, presidential meetings and events, ceremonial events and anniversaries, welcome week and getting started week events, president's dessert series, family weekend, homecoming, holiday events, high-profile faculty events, high-profile athletics events, faculty/staff appreciation events, dedications, groundbreakings, and other events, as assigned.

Work Tasks

• Plan and staff presidential-priority university events from concept to execution.

• Assist in ensuring that scheduled activities are smoothly integrated with daily University operations. Works closely with Facilities Support, Catering, and other University service departments to coordinate services and staffing schedules with other campus events.

• Develop and oversee logistical arrangements including facility and menu negotiations, managing event follow up, and making recommendations for improvements from post-event evaluations.

• Collaborate with team members, engagingly with open communication to empower and contribute to a successful events team.

• Ensure events are aligned with the University's mission, vision, and values as guiding principles.

• Develop and maintain a tracking system with detailed reports to document facility use, support and income opportunities.

• Maintain accurate records of events, including the purpose of event, vendors, guest lists, attendance counts; providing partner departments with final data following each event.

• Manage the RSVP process, data management and mailing list creation for all events.

• Develop and maintain detailed guidelines and protocols for appropriately managing events and develops and implements procedures needed to support the efficient use of institutional resources.

• Attends weekly meeting; providing detailed event information for meetings.

• Work with Director of Scheduling, Events and Conferences providing information to Scheduling, Events and Conferences, Auxiliary Services and the University.

• Maintain and update the University events webpage, social media channels and online registration sites and forms through iModules.

• Assist in recruiting, hiring, training, and supervision of staff and interns, as necessary.

• Manage and serve as host for all events at the President's House, including rentals and outside events.

• Create original graphic and written content for invitations, signage, print and digital collateral materials.

• Prepare, execute, and monitor event budgets and financial data to control costs and ensure financial goals are achieved and operations meet budgetary parameters.

• Maintain relationships with vendors and coordinate vendors' and contractors' services as needed.

• Provide consultation and support, as required, to on-campus events that involve the Office of the President.

• Assist other campus departments in assessing and evaluating on-campus events to support or improve events, as directed by the Executive Director or President.

• Provide backup to Alumni Relations events, as needed.

• Safeguards the confidentiality of departmental or office administration by exercising discretion in communicating information to faculty, students, staff, and handling confidential departmental records and files.

• Provides exceptional customer service to the CNU community, welcomes visitors, and answers questions regarding University events.

• Develop and maintain very positive and professional customer service and/or relations within the office/department and with all constituencies to include students, faculty, staff, guests, and employees. Demonstrate a positive and professional attitude and treat everyone with dignity and respect. Fully support the "Student's First" value at CNU and routinely goes the extra mile in providing service.

• This position is designated as a "responsible employee" who has the authority to redress sexual violence, who has the duty to report incidents of sexual violence or other student misconduct, or who a student could reasonably believe has this authority or duty.

• Review and communicate safety issues to assure a safe and healthy workplace and a reduction in work related absence.

• Report work-related incidents within 24 hours according to the procedures established by the university, state and federal guidelines.

• Performs other duties as assigned.

Knowledge, Skills, Abilities (KSA's) related to position

• Knowledge of the methods, best practices materials, equipment and techniques used for event preparation, coordination and executive.

• Knowledge of traditional etiquette, ceremonial protocol and conventional social amenities.

• Ability to analyze situations and develop solutions; travel and work non-traditional hours; manage people and projects.

• Ability to foster positive internal and external public relations.

• Demonstrated ability to manage several projects simultaneously.

• Ability to work both independently and in a team environment.

• Ability to communicate effectively with strong conflict resolution skills.

• Excellent customer service skills.

• Strong organizational and time management skills.

• Strong computer skills.

• Ability to apply critical thinking and drive strategic decision-making; while exercising flexibility and work calmly and efficiently under pressure.

• Basic website maintenance, phone and email skills required.

• Ability to demonstrate high ethical standards, tact, and diplomacy to work within the university's hierarchy; maintains confidentiality.

• Capacity to recognize public relations matters about the standards of the president and the trustees' philosophy.

• Excellent fiscal management skills.

Required Education

A Master's Degree or a Bachelor's Degree and experience that equates to an advanced degree is required at time of start date.

Additional Consideration

• Education Experience Required

• Experience coordinating a wide-variety of events.

• Basic experience with graphic design to create invitations, flyers, emails and social media marketing.

• Experience managing budgets

• Experience with the physical set-up and break down of events.

• Experience as the lead planner for events.

Additional Consideration

• Experience

• Experience planning and/or executing Admission or Advancement/fundraising events.

• Experience using the Microsoft Office Suite, Adobe Creative Suite or similar products and app-based event management/check-in tools.

• Experience with the methods, materials, equipment and techniques used for lighting and sound at events.

• Prior experience in a College or University setting.

Salary Information Starting at $55,500, commensurate with education and experience. CNU Information

Selected by The Princeton Review to be included in the 388 Best Colleges: 2023 Edition, Christopher Newport University is a public school offering a private school experience - great teaching, small classes, and a safe, vibrant campus. The University is located in Newport News, Virginia, enrolls approximately 4,500 students, and is dedicated to the ideals of scholarship, leadership, and service. Academic programs at Christopher Newport University encompass more than 90 areas of study, from biology to business administration and political science to the performing arts. The University is ranked by U.S. News & World Report's America's Best Colleges guide as the #1 public regional university in Virginia and #3 in the South. The campus, convenient to neighborhoods, parks and the James River, features stunning public art and grounds and classical architecture.

Christopher Newport University is committed to ensuring that all people are welcomed, honored, and fully engaged in the life of our academic community. We recruit exceptional and diverse faculty and encourage applications from individuals who are underrepresented in their profession. For further details and information about Christopher Newport, visit www.cnu.edu.

Posting Detail Information

Posting Number AP350P Number of Vacancies 1 Posting Date 05/28/2024 Review Begin Date 06/18/2024 Application Instructions

Interested parties are requested to submit a cover letter; current resume; and the names, addresses, and telephone numbers of at least three professional references at the time of application.

This position will be posted until filled, however for priority consideration, please apply by June 18, 2024.

Search finalists are required to complete a CNU sponsored background check.

Christopher Newport University (CNU) will make a reasonable effort to accommodate persons with disabilities in the application and/or interview process. Persons with disabilities who require accommodation should contact the CNU Human Resources Office by calling (757) 594-7145.

Quick Link for Internal Postings https://jobs.cnu.edu/postings/17603 EEO/Diversity Statement(s)

Christopher Newport University, an EO Employer, is fully Committed to Access and Opportunity.

Notice of Non-Discrimination & Title IX Policy Statement

Christopher Newport University and its employees demonstrate a positive and professional attitude. Practices inclusive leadership and treats everyone with dignity and respect. We value diversity and are committed to creating an inclusive environment for all employees, as well as fully support the "Students First" value.