Director of University Ceremonies, Events and Commencement

2 months ago

Dover Kent, United Kingdom Delaware State University Full time

The Director is responsible for coordination of major university events from multiple departments and will coordinate event goals, logistics and outcomes such as Commencement, Homecoming and annual awards events. This includes university-wide events and ceremonies, and events on behalf of the Office of the President and the Vice President of Institutional Advancement. This position wilt provide supervision to student employee(s). The Director of University Ceremonies, Events and Commencement reports to the Associate Vice President for Institutional Advancement.

The Director of University Ceremonies, Events and Commencement works closely with University Conferences and Event Services, Presidents Office, Marketing and Communication, Department of Public Safety, Auxiliary Services, Parking, Transportation, Facilities, Development Office, Registrar's Office, Academic Advising, Dean's Offices, Dean of Students, Bookstore, Alumni Relations, Graduate School, Media Services, Archives, Visual and Performing Arts Department, Office of First-year Experience, Faculty, Staff, and Student Government Association. Essential Functions 
The following are the functions essential to performing this job:
  1. Oversee all Commencement ceremonies and VIP Commencement Luncheons
  2. Works with Chief Administrative Officer and appropriate departments listed above to coordinate ceremonies
  3. Campus liaison to external vendors
  4. Reserve Commencement dates based on Academic Calendar.
  5. Review and maintain compliance with University Commencement policies
  6. Organize extra ceremony-related needs of President, as necessary
  7. Create scripts for ceremonies and luncheons as required.
  8. Order and return rented regalia for Stage Party and VIPs.
  9. Oversee all forms of communication (instruction sheets, emails, invites, text messages) for all stakeholders to ceremonies and ceremony-related events 1 0. Organizes reserved seating and parking for ceremony VIP guests.
  10. Oversees program development for all events with Chief Administrative Officer approval.
  11. Organize planning committee and volunteers.
  12. Makes necessary adjustments to accommodate needs of a particular year
  13. Political alertness to navigate sensitive issues.
  14. Communicate with administration, faculty, staff, students/graduates, family members, alumni, general public.
  15. Responds to inquiries and complaints in a timely manner.
  16. Advise Bookstore of any special needs for scheduled events.
  17. Follow Commencement trends to implement new structures and ideas.
  18. Create back-up plan for Commencement ceremonies.
  19. Manage post-event complaints.
  20. Supports Chief Administrative Officer as needed with strategic events including Board of Trustees events, University Foundation events, groundbreakings, building openings/dedications, with an emphasis on those events that represent the Office of the President and University-wide ceremonies.
  21. Direct all event logistics, design and decor; negotiating contract terms with vendors; processing contracts and agreements in accordance with University and State regulations and approval of the Chief Administrative Officer
  22. Works closely with Chief Administrative Officer, President's Office, and Institutional Advancement team to establish the goals of each major university event and develops measures to achieve them.
  23. Ensures that event logistics are progressing according to the President's vision and objectives.
  24. Works with Conferences and Events, Facilities Management and Axillary Services staff on facility booking, event set-up, A/V requirements and other event needs.
  25. Collaborates with Sodexo catering team on all food and beverage orders.
  26. Manages event confirmations and all guest communication as necessary.
  27. Oversees all other aspects of special event planning, including but not limited to date selection, program development, on-site management and event problem solving.
  28. Evaluates each special event to determine whether goals were reached and to make recommendations for improvement.
  29. Other duties as assigned.
Required Knowledge, Skills, and Abilities
The individual in this job must possess these skills and abilities or be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.
  1. Works with Chief Administrative Officer to develop and ensure the effective management of event and operating budgets on annual basis.
  2. Work with the Office of Finance staff to closely monitor and control expenditures from the appropriate funds, ensuring adherence to University procurement guidelines and fiduciary responsibility to State and donor funded programs.
  3. Assists with the development of the budget for each event and an annual budget chronicling all expenses and ensuring that financial objectives are met.
  4. Superior organization skills, follow-through, and attention to detail
  5. Excellent communication skills
  6. Outstanding time management
  7. Strong problem solving and conflict resolution skills
  8. Proven ability to remain calm in the midst of stressful situations
  9. Considerable experience in planning, developing and implementing special events and/or complex programs
  10. Independent thinker, ability to quickly adjust as needed
  11. Excellent interpersonal skills
  12. Excellent written and verbal communication skills
  13. Ability to work evenings and weekends
  14. Proven ability to manage and create cooperative working relationships both internally and externally
  15. Ability to work collaboratively within a shared governance community
  16. Knowledge of and experience with computer applications, including Microsoft Office, event management software, and other commonly used software programs applicable to business operations

  1. Bachelor's degree required. Emphasis in hospitality management, business, communication, public relations, or marketing is preferred.
  2. Three to five years of planning and on-site event management experience in a professional setting with proven progression during that timeframe.
  3. Large scale event planning experience (over 200 attendees) in academic industry or private event sector preferred.
  4. Experience working with fundraising and development initiatives.
  5. Ability to work with executive level professionals.
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