Assistant Director, Special Events (Temporary)

Montclair State University; Montclair (NJ); On-site; USD 52,000 - 62,000; Part time

Benefits offered by this job

Comprehensive benefits

Job summary

Montclair State University is seeking an Assistant Director of Special Events to help plan and manage high-profile signature events. You will work with the Director and campus partners to deliver events that raise the university’s profile with internal and external stakeholders.

The role involves coordinating large-scale Presidential, Student Development and Campus Life events, and providing hands-on event logistics, budgeting and staffing support across divisions.

Qualifications

• Bachelor's degree from accredited college or university.
• At least 2 years of progressive experience planning and managing large-scale events at an institution of higher education or related field.
• Outstanding interpersonal communication skills and ability to collaborate with a variety of internal and external clients.
• Demonstrated sound judgement, strong project management, problem-solving and organizational skills, with ability to balance multiple projects.
• Ability to work flexible hours and be physically present during events, including evenings, weekends and holidays.
• Ability to work primarily in-person; one remote work day per week may be permitted with supervisor approval.
• Position requires ability to lift and carry items over 20 lbs and stand/walk for long periods.

Responsibilities

• Participates in the strategic development, planning, execution and management of the University’s high-profile signature events.
• Leads logistical planning and execution of assigned events; coordinates with internal and external stakeholders.
• Maintains communication with key units across the institution to accomplish event objectives.
• Develops event timelines, agendas, and planning materials; participates in planning meetings.
• Manages event budgets, purchase orders, and post-event invoice reconciliation.
• Develops and maintains registration systems and software for events.
• Produces collateral and PR materials ensuring brand standards are met.
• Supervises student staff and coordinates on-site support for events.

Skills

Interpersonal communication

Project management

Organizational skills

Time management

Flexibility

Evening/weekend availability

Education

Bachelor's degree

Job description

Summary

Job Description

Reporting to the Director of Special Events, the Assistant Director of Special Events participates in the strategic development, planning, execution and management of the University’s high-profile signature events, and works collaboratively with colleagues in the Special Events department and across campus to produce events that enhance and elevate the profile of the University with internal and external stakeholders. The Assistant Director assists in the planning and execution for a wide variety of large-scale Presidential, Student Development and Campus Life, Development and Community events, and provides logistical and event planning support for smaller events managed by various Montclair State University colleagues across divisions and departments.

Principal Duties And Responsibilities

• Participates in upholding policies, procedures and protocols that maintain high professional standards for all event productions.
• Participates in the planning and management of the department and the implementation of initiatives to support the strategic goals of the department, division and University. Evaluates goals and operations of the department and implements ways to improve performance. Acts in the absence of the director as follows: supervises department staff and work operations; works directly with key internal and external stakeholders to ensure seamless delivery of event elements; represents the department.
• Establishes and maintains effective communication and collaborative working relationships with key event stakeholder units throughout the institution including President’s Office, Provost Office, Facilities, Office of the Registrar, Development, University Communications and Marketing, Deans’ Offices, University Police, Student Development and Campus Life, Dining Services, faculty and staff, student organizations, government and private agencies and the public in order to accomplish the objectives and programs of the unit.
• Leads the logistical planning, management and execution of certain events as assigned.
• Assists with management of the department’s website and social media account. Produces associated collateral/public relation materials. Maintains and integrates University Brand Standards.
• Assists with the recruitment, selection, hiring, training, scheduling and supervision of the Graduate and Undergraduate student staff.
• Assists with event budgets; creating budgets, monitoring purchase orders, and reconciling all invoices post-event.
• Creates and maintains registration systems and software applications for events.
• Develops and maintains event briefings, agendas, timelines and other relevant planning materials and resources. Participates in planning meetings with internal and external stakeholders to prepare for upcoming events.
• Compiles and analyzes event related statistics and data post-event. Participates in post-event analysis meetings and recommends improvements. Engages in continuous improvement, assessment, and evaluation of events, procedures, and department services.
• Understands the needs of diverse populations and effectively serves students, faculty, staff and the public with an inclusive approach. Ensures all events are ADA compliant and access provisions are available.
• Secures and negotiates goods and services from external service providers in conformance with University Procurement and legal contract requirements.
• Develops and executes detailed event staffing plans for event support staff. Coordinates, trains and supervises on-site support staff for on and off-campus events. Ensuring event specifications are addressed, trains staff regarding on-site incident management and risk mitigation protocols.
• Manages the logistical planning and preparation with key internal providers and external vendors including but not limited to: venue and vendor selection VIP attendees, media, food and beverage service, technology, equipment rentals, parking, security, emergency planning, housekeeping, shuttle services, fire and safety, photography, room set-ups, grounds, housekeeping, audio/visual services, staging, ticketing, livestreaming, ASL Interpreters, electricity, floral, etc.
• Participates in the creation, production and distribution of all event related communications and print and digital collateral in collaboration with University Communications and Marketing: emails, signage, websites, invites, splash screens, videos, photography, programs, etc.
• Maintains essential records and files in compliance with state and institutional record retention policies.
• Maintains integrity and appropriate confidentiality in University and program operations.
• Attends and participates in department, division, and university-wide meetings; represents the Special Events department at meetings as required. Serves on ad hoc and standing committees as required.
• Performs other duties as assigned.
• Management retains the right to add or change job duties at any time.

Qualifications

REQUIRED

• Bachelor's degree from accredited college or university
• A minimum of two years progressively responsible professional experience in planning and managing large scale, complex, and high-profile events at an institution of higher education or related field
• Outstanding interpersonal communication skills and an ability to work collaboratively with a variety of internal and external clients.
• Demonstrated sound judgement, strong project management experience, problem-solving and organizational skills, attention to detail, and ability to set priorities and meet deadlines while balancing multiple projects.
• Ability to work flexible hours and to be physically present during events, including evenings, weekends and occasional holidays.
• Ability to work primarily in-person; one remote work day per week may be permitted when approved in advance by immediate supervisor.
• Position requires ability to lift and carry items in excess of 20lbs, in addition to walking and standing for long periods.

Preferred

• Demonstrated administrative experience with budget development and financial management.
• Demonstrated supervisory experience managing student staff.
• Demonstrated project management success in achieving results in higher education or similarly large and complex organization.

Salary Range

$38.00-$45.00 Hourly

The position may also be eligible for comprehensive benefits, including health insurance, retirement plans, and tuition assistance. For further details, please visit: https://www.montclair.edu/human-resources/benefits/

Montclair State University considers factors such as, but not limited to, scope and responsibilities of the position, candidate’s relevant work experience, education, skills, and internal equity, when extending an offer.

Salary offers for internal employees who are part of a collective bargaining unit (CBU) and are applying to a position that is within a CBU will be determined in accordance with contractual provisions.

Department

Special Events (Temporary)

Position Type

Hourly - Temporary

Contact Information

For questions or concerns, please contact Human Resources' Workday Recruiting Support at 973-655-5000 (Option 2), or email [e-mail].

Inclusion Statement

Montclair State University values access and educational excellence. We are committed to an environment of diverse perspectives which ensures that graduates will be civically engaged, committed to democracy, and prepared to thrive as global citizens. We foster a community that promotes varied experiences and voices. We seek applicants who will contribute diverse ideas and perspectives and who value an environment that promotes educational growth and advancement for all.

EEO/AA Statement

Montclair State University is an Equal Opportunity/Affirmative Action institution with a strong commitment to diversity.

Additional information can be found on the website at

www.montclair.edu/human-resources/about-us/eo-aa-and-diversity/

Title IX and 34 C.F.R. 106 Policy

Montclair State is required by Title IX and 34 C.F.R. 106 not to discriminate on the basis of sex or gender, and does not discriminate on the basis of sex or gender in the operation of education programs and activities. The requirement to not discriminate on the basis of sex or gender in the operation of education programs and activities extends to admission and employment.

For further details, please visit: https://www.montclair.edu/human-resources/job-seekers/