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Posted: 07-Sep-23
Location: Charlottesville, Virginia
Type: Full Time
Salary: $55,000.00-$65,000.00
Categories:
Required Education:
Internal Number: R0052365
The University of Virginia Division of Student Affairs invites applications for an exciting opportunity within the Division – Assistant Director of Event Management. The University’s mission to develop engaged citizen-leaders is the foundation of the Division of Student Affairs work, which is guided by six core values – academic rigor, diversity and inclusion, health and wellness, honor, public service, and student self-governance. The Division consists of over 200 employees all working together, for and alongside students, to create the distinctive student experience for which UVA is known.
Job Summary:
Reporting to the Director for Student Engagement, the Assistant Director for Event Management (EM) is responsible for the direct oversight, supervision, and planning for all aspects of the Event Management area. This role provides direct supervision to all full-time staff members and indirect supervision of all student staff members on the EM team.
The University of Virginia’s Division of Student Affairs Office of Event Management helps the UVA community achieve their event goals by providing the place, resources, and connections needed to safely and thoughtfully bring people together. Specifically, supporting nearly 10,000 reservations for student organizations and departments in Newcomb Hall, UVA’s hub for student life, several satellite spaces, and academic classrooms after 5pm and on weekends. Learn more about UVA Event Management at https://www.events.studentaffairs.virginia.edu.
Supervision & Planning
- Directly supervise 3 full-time staff members – two event managers and one event operations manager
- Indirectly supervise up to 50 student staff – roughly 10 student event planning assistants, and 40 student event operations assistants
- Hire, train, evaluate, and provide professional development for direct reports, and ensure proper support for indirect reports
- Set clear expectations and goals for staff and their responsibilities, including how their work supports the success of the team
- Use constant assessment and reporting to develop both long- and short-term plans for growing the success of the team and the services provided.
Event Management
- Oversee all reservations and Requests (within EM venues)
- Serve as main administrator of EMS (Event Management System)
- Assign events and event clients to Event Managers and Student Event Planning Assistants to coordinate logistics and ensure policy compliance
- Oversee event operations including setup, service, and building information team
- Ensure collaboration and communication with departmental partners including AV, building facility management, catering, housekeeping, risk management, etc.
- Manage escalated customer service concerns
- Oversee all post event billing in consultation with Divisional finance team.
Student and Staff Development
- Work with both full-time and student staff to develop and continuously improve student staff trainings that provide the necessary knowledge, skills, and abilities to excel in their roles and beyond
- Ensure ongoing professional development is provided to student staff that helps prepare them for life after their roles within EM
- In conjunction with the Office of Student Engagement and Student Council provide training to Student Organizations leaders on Grounds on the event planning best practices and policies.
University & Divisional Event Coordination
- In conjunction with other Division of Student Affairs administrators, assist high-profile University-wide event coordination efforts
- Work to be in close communication with safety, security, and risk management partners for large events to make sure venue and Event Management position and responsibilities are clear.
Policy and Administration
- In conjunction with the Director for Student Engagement and Divisional Leadership set and interpret event policy and procedures that setup event clients for safe and logistically practical events
- Working with Director for Student Engagement manage budget for Event Management to ensure proper spending and allocation of budgeted funds
- Serve on University and Divisional committees as needed.
Minimum Requirements:
- Education: Master’s Degree, additional experience can substitute for this Masters
- Experience: At least 3 years of relevant work experience,
- Experience in an event management/planning office, student union/university center, or event/conference facility preferably at a college or university
- Demonstrated commitment to diversity, equity, and inclusion
- Extensive work in direct customer service support roles
- Developed ability to supervise and work alongside students and student leaders within a highly student self-governed environment.
- Understanding of student development, identity development, intersections, and complexity of social identities.
- Strong oral and written communication skills.
- Ability to coordinate resources, evaluate information, and identify alternative solutions.
- Attention to detail with excellent organizational skills, including proven ability to handle multiple projects simultaneously, determine priorities, and meet deadlines.
- Ability to work independently and as part of a team, and to develop mutually beneficial relationships with various University partners.
- Personal characteristics including innovation, creativity, the ability to work with diverse groups of people, being a self-starter who can thrive in an environment that is developing, growing, and changing.
Preferred Qualifications:
- Education: Master’s degree in higher education administration, marketing, business or related field
- 3-5 years of work experience within the event scheduling and management field
- Direct experience with EMS, 25Live, Social Tables, or similar event scheduling software
- Basic technical knowledge of audio-visual equipment and building management/event setup techniques
- Experience with leading, hiring, training, and managing a team of either full-time or part-time staff
Compensation and Benefits:
The hiring range for this position is $55,000.00-$65,000.00, commensurate with qualifications and experience. Employment is contingent on successful completion of a background check. This is an exempt-level position with UVa benefits. Employees’ benefits package highlights include:
- 22 days of paid time off, increasing with service; 13+ paid holidays each year, in addition to paid time off
- Parental and Community Service Leave
- Health plan with options to meet healthcare and financial needs available immediately
- Competitive retirement benefits
- Tuition and professional development benefits after six months of employment
- Employee wellness program featuring activities to earn up to $500/year.
About Charlottesville and UVA:
Consider working on the beautiful Grounds of the historic University of Virginia. Located in the thriving and growing city of Charlottesville, Virginia, UVA is a world class institution with nationally ranked schools and programs, diverse and distinguished faculty, a major academic medical center and proud history as a renowned research university. Charlottesville is nestled in the heart of the Blue Ridge Mountains on the edge of Shenandoah National Park, while also being just 2.5 hours to Washington, DC and 3 hours to the ocean. Charlottesville is home to a seemingly endless array of award-winning restaurants, wineries, attractions, schools, and businesses to keep you and your family entertained, educated, and well fed for years to come. Learn more about all CVille has to offer.
Application Instructions:
Please apply through Workday, search for R0052365, and complete an application online. Internal applicants please search "Find Jobs" in Workday. Include the following documents:
- A CV/resume
- A cover letter
- Contact information for three references (name, email address, telephone number, and address).
The position is open until filled and review of applications will begin in mid-September. Please note that multiple documents can be uploaded in the "Resume" box. Applications that do not contain all of the required documents will not receive full consideration. References will be completed via UVA’s standardized process SkillSurvey. A total of five references will be requested via SkillSurvey during the final phase of the interview process. A minimum of three is required. For questions about the application process, please contact Michele Jarman, Academic Recruiter.
PHYSICAL DEMANDS
This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.
The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.
