St.  Catherine University

Director of University Events

Jul 15, 2017
Jul 19, 2017
Employment Status
Full Time
Position Summary Information Position Responsibilities

St. Catherine University seeks a full time Director of University Event Planning.

This position is responsible for planning, managing and executing logistics for all University-wide events, including but not limited to: any event where the public is invited, named lectures series, offerings by the Mission Chairs, alumni relations, development, ceremonial, and presidential events. The Director of University Event Planning will regularly determine potential growth opportunities for St. Catherine University and work in collaboration with event and program staff to conduct needs assessment of events and programs on campus for alumni, donors and constituents.

The Director of University Event Planning duties entail event planning and management expertise for both internal departments and external organizations hosting events at St. Catherine University and will include establishing criteria and policies regarding event planning. The Director of University Event Planning will lead the coordination of events in the university chapel, facilitate the coordination of commercial rental of university facilities for events such as - weddings, receptions, corporate events, etc and maintain a central calendar for all University space used for events, including negotiating and renegotiated spaces with planners as competitive offerings arise.

Responsibilities include:

Strategic event and program management: Develop and implement a strategic plan for event planning to align with and support the strategic goals of the university while ensuring efficiency, brand identity and policy adherence; create necessary evaluation tools to establish objectives and measures of event success; collaborate with other department managers and development officers to promote and enhance interdepartmental events; continually develop and implement new strategies related to events and communications to generate additional friends and fund-raising revenue for the university; leads on-going efforts to be innovative and creative in strategic events and programs and follows through with implementation.

Event execution: Collaborate with University departments to ensure every detail is planned for and cooperation is ensured for successful implementation. This includes but is not limited to: marketing, facilities, public safety, Sodexo, development, senior leadership, alumni relations, admissions, The O'Shaughnessy, academics, various administrative departments, information technology, outside vendors, individual and potential donors in the planning and execution of events, programs and projects.

Event execution will include:
• Developing strategies to best leverage the numerous contacts staff and faculty have with companies, non-profit organizations, foundations, associations and individuals, and work collaboratively to identify key contacts that support the strategy.
• Identifying, in collaboration with information technology and marketing, tools to track contacts to ensure interactions are used to the university's advantage, and that each interaction is accompanied by a planned support and follow-up.
• Working in partnership with the director of marketing to develop event marketing and communication plan to ensure that proposed events align with and support the university's strategic goals and the design and production of digital, printed and promotional materials for events are consistent with branding standards and reach the intended audiences.
• Developing reports and detailed workflows for principals in the event and senior administration as well as develop and maintain reports related to events - attendance, seating, dietary, leadership, and additional event specific reports as needed.
• Facilitating the management of event databases for tracking guest attendance, including daily input of guest information, management of multiple guest lists, and production and distribution of detailed reports.

Post event: Evaluate and analyze the success of all events, and makes recommendations for future events; complies summaries of events such as demographics of the participants, costs, and analyzes the summary data.

Other duties:
• Supervises special events staff and contractors, conduct performance evaluations and establish staff performance goals as well as departmental goals while maintaining fiscal responsibilities.
• Participate and lead special department projects.
• Monitor event industry standards and stay current on University news, initiatives, policies, and procedures.

Position Qualifications

• Bachelor's degree or an equivalent combination of education and experience and a minimum of 5 years of professional experience in event planning and management are required.
• Demonstrated ability to successfully collaborate with departments across the organization, effectively manage projects in collaboration with both external and internal customers and successfully establish and maintain relationships with a wide array of groups.
• Demonstrated success in time management, project management, and problem solving as well as the ability to provide exceptional customer service is required.
• Demonstrated excellent written and oral communication skills; superior proofreading ability is necessary.
• Solid knowledge and experience using Microsoft Office is required; familiarity with database software is desirable.
• Successful candidate will have a familiarity with the St. Catherine University, policies, and procedures and possess a desire to enhance and improve St. Catherine University's position as an international leader in Development.
• Volunteer experience in a non-profit setting, Development/Advancement experience and Exposure to/use of Banner and Argos Systems are desirable.

Special/Other Requirements Summary

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