Senior Events Manager, Academic Ceremonies and Celebrations - University Advancement

Posted:
11/27/2024, 1:22:45 AM

Location(s):
Texas, United States ⋅ Austin, Texas, United States

Experience Level(s):
Senior

Field(s):
Sales & Account Management

Scheduled Hours

37.5

Position Summary

Reports to the Senior Director, Academic Ceremonies and Celebrations (ACC). The role of the Senior Events Manager is to plan and implement key university ceremonies designed to cultivate, maintain, and strengthen student, alumni, parent, and friend ties to the university. Oversee or assist with all aspects of event planning.

Job Description

Primary Duties & Responsibilities:

  • Work with school and unit liaisons to plan university ceremonies, including but not limited to commencement and convocation events, inaugurations, etc. Contract with selected vendors for event arrangements and manage event planning and all logistical details for university ceremonies. Research vendors to determine suitability for the event and make recommendations to the Senior Director.  Make decisions on specifics of the event, including menu, audio-visual, program, décor, etc. Negotiate terms with vendors for events.  Investigate and resolve discrepancies with the terms of the contract.  Must be able to perform these tasks for multiple events simultaneously.
  • Provide university leadership and planning committees with cost estimates and budget parameters. Manage cost control for university and cross-department events with the Senior Director. Make purchasing decisions based on experience with previous events. This includes performing analysis and making recommendations on event-related decisions.
  • Work with the Senior Director to provide expert oversight and management to create or assist with the communications related to the ceremonies, determining appropriate communication lists, working to outline programs and speakers, researching new vendors, overseeing logistics including locations, rooms, tents, AV, catering, outside vendors, etc., handling communications with university leadership (Chancellor, Deans, Provost, Executive Vice Chancellor), speakers, and providing other assistance as necessary.
  • Oversee the ongoing management of two team members, including day-to-day management of timesheets, performance reviews, and regular check-ins.
  • Perform other duties as assigned.

Working Conditions:
Job Location/Working Conditions

  • Normal office environment
  • Ability and willingness to work evenings and weekends as necessary as well as travel to on- and off-campus locations

Physical Effort

  • Typically sitting at a desk or table

Equipment

  • Office equipment

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

Bachelor's degree


Certifications:

No specific certification is required for this position.


Work Experience:

Relevant Experience (4 Years)


Skills:

Not Applicable


Driver's License:

A driver's license is not required for this position.

More About This Job

Preferred Qualifications

  • Familiarity with and appreciation for the mission of Advancement Programs and the activities of the department.
  • Desire to play a meaningful role in the university’s community and to share in the community’s commitment to education and research.

Preferred Qualifications

Education:

No additional education beyond what is stated in the Required Qualifications section.


Certifications:

No additional certification beyond what is stated in the Required Qualifications section.


Work Experience:

No additional work experience beyond what is stated in the Required Qualifications section.

Skills:

Building Partnerships, Computer Software, Email Software, Event Development, Event Management, Event Planning, FileMaker Development, Financial Budgeting, Financial Forecasting, Graphic Design, Highly Developed Interpersonal, Interact with All Levels of Management, Learning Quickly, Microsoft Office, Multitasking, Oral Communications, Organizing, Prioritization, Professional Etiquette, Professional Integrity, Task-Oriented, University Education, Work Collaboratively, Work Values, Written Communication

Grade

G13

Salary Range

$65,900.00 - $112,700.00 / Annually

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [email protected] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

  • Up to 22 days of vacation, 10 recognized holidays, and sick time.

  • Competitive health insurance packages with priority appointments and lower copays/coinsurance.

  • Take advantage of our free Metro transit U-Pass for eligible employees.

  • WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

  • Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

  • We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

  • WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO/AA Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement

Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.