Assistant Director, University Events

Georgia State University; Atlanta (GA); On-site; USD 66,000 - 83,000; Full time

Job summary

Georgia State University’s Division of Public Relations and Marketing Communications is seeking an Assistant Director of University Events Management. This role provides strategic leadership, expert event planning, and on-site supervision for major university traditions, executive ceremonies, and high‑level initiatives.

The successful candidate will partner with PRMC creative teams on collateral, manage budgets and vendor logistics, and ensure events align with branding, protocol, and

Qualifications

• Bachelor's degree or higher with experience in event planning or project management.
• CMP or PMP certification preferred.
• Experience with digital registration/RSVP tools and MS Office proficiency.
• Higher education event planning experience preferred.

Responsibilities

• Lead end-to-end event strategy, execution, and post-event assessment for major university events.
• Collaborate with PRMC teams to produce collateral and manage guest data, seating, and catering needs.
• Direct on-site operations, supervise staff and volunteers, and ensure adherence to institutional protocols.

Skills

Event planning

Project management

Vendor coordination

Communication

Education

Bachelor's degree

CMP certification

PMP certification

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Assistant Director, University Events

Public Relations and Marketing Communication

The Division of Public Relations and Marketing Communications (PRMC) at Georgia State University is hiring an Assistant Director of University Events Management. Reporting to the Director of University Events Management, the Assistant Director provides strategic leadership, professional event planning, operational coordination, and execution for major university-wide annual traditions, executive ceremonies, and high-level vice‑presidential initiatives.

The selected candidate will serve as a lead operational manager for high‑profile university functions, ensuring that all events align with institutional branding, strategic goals, and executive protocol. This position directly collaborates with PRMC creative teams for collateral development, manages event budgets and vendor logistics, utilizes advanced event technology and scheduling platforms, and provides on‑site leadership for staff and volunteers during live events.

Responsibilities include:

1. Event Leadership & Portfolio Management (60%)

• Lifecycle Portfolio Execution: Lead end-to-end event strategy, logistical execution, and post‑event assessment for assigned events and initiatives, including Celebrating Faculty Excellence, Grilling on the Greenway, New Faculty Reception, Provost's Holiday Breakfast, Service Recognition Awards Ceremony, University Holiday Party, Veteran's Recognition Ceremony, and special ad hoc leadership engagements.
• Vice‑Presidential & Executive Protocol: Direct and manage special event initiatives from University leadership, ensuring flawless adherence to institutional traditions, presidential/executive protocols, and strategic university messaging.
• PR & Marketing Collaboration: Partner directly with Public Relations and Marketing Communications (PRMC) creative, editorial, and digital teams to establish timelines and manage the production of event collateral, including print/digital invitations, signage, programs, and web assets.
• Guest Data & Registration Systems: Build, test, and manage digital registration platforms and RSVP tools. Oversee attendee data collection, guest list tracking, executive seating arrangements, and detailed catering requirements (e.g., dietary accommodations, VIP needs).
• On‑Site Operational Leadership: Direct live event operations, including setup, vendor arrival and management (catering, AV, rentals), registration desk workflows, VIP hosting, guest flow, and breakdown to maintain institutional standards of excellence.
• On‑Site Staff Supervision: Supervise and direct the tasks of student workers, temporary event staff, and volunteers during events, fostering a high level of professionalism and customer service.
• Assessment & Data Collection: Build, deploy, and evaluate physical and digital feedback instruments (e.g., Qualtrics, QuestionPro) to measure attendee satisfaction and generate data‑driven event debrief reports for leadership.

2. Fiscal Management & Operational Logistics (30%)

• Budget Administration & Tracking: Monitor individual project budgets across the assigned event portfolio, maintain itemized expenditure logs, and ensure all event execution remains strictly within allocated fiscal parameters.
• Financial Processing: Process vendor invoices, purchase orders, contracts, and interdepartmental journal transfers in compliance with university business and procurement policies.
• Space Scheduling & Venue Liaison: Work with institutional space reservation platforms (e.g., 25Live, EMS) to book venues, coordinate facility logistics, route technical/AV requirements, and ensure client/vendor compliance with venue guidelines.
• Web & Content Maintenance: Utilize content management systems (e.g., WordPress) to update and maintain digital event landing pages, schedules, and online promotional materials.

3. Departmental Support & Institutional Initiatives (10%)

• All‑Hands Institutional Events: Play an active operational leadership role in university‑wide, all‑hands ceremonies and traditions (e.g., Commencement, Convocation) as directed by leadership.
• General Operations: Provide high‑level administrative, analytical, and operational support to the department and broader PRMC division as needed.
• Other Duties: Perform other related duties as assigned by department leadership.

Qualifications

Minimum Hiring Requirements

• Bachelor's degree and three years of experience in event planning or project management.

Preferred Hiring Qualifications

• Professional Certification: Certified Meeting Professional (CMP) or Project Management Professional (PMP) credential preferred.
• Higher Education Experience: Prior experience planning events or managing logistics within a college or university setting, with a foundational understanding of academic traditions and executive protocols.
• Technology Proficiency: Demonstrated experience working with digital event registration/RSVP tools and high proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Communication & Collaboration: Exceptional interpersonal and customer service skills, with a proven track record of collaborating effectively across diverse departments (such as creative, marketing, and facilities teams).
• Operational Adaptability: Ability to remain calm under pressure, manage shifting priorities, and problem‑solve real‑time logistical issues during live events.
• Fiscal Familiarity: Experience monitoring project budgets, tracking itemized expenditures, and processing vendor invoices or interdepartmental fund transfers.
• Design & Collateral Workflow: Experience collaborating directly with creative teams to shepherd production timelines for digital and print assets. Experience or familiarity working with design tools such as Canva and Adobe Creative Cloud.
• On‑Site Leadership: Experience directing the on‑site tasks of student workers, temporary event staff, or volunteers in a professional environment.
• Reservation Systems: Experience working with institutional reservation and space scheduling platforms, such as 25Live, EMS, or comparable systems.
• Project Management Software: Familiarity with utilizing collaborative project management software (e.g., Microsoft Teams, Basecamp, Asana) to track event production timelines and milestones.
• Data & Feedback Software: Experience building and deploying data collection software or assessment tools, such as Qualtrics or QuestionPro, to gather attendee feedback.
• Web Content Tools: Functional experience working with web builders and content management systems, such as WordPress, to update or maintain digital event presence.
• Physical & Schedule Demands: Ability to work a flexible schedule including occasional evenings and weekends for event execution; ability to lift, move, and set up event materials.

College/Business Unit: Public Relations and Marketing Communication

Department: 435500000

Location: Atlanta Campus

Shift: First

Salary: 66,600 to 83,400

Pay Grade: 2-2

FLSA Status: Exempt

Job Type: Full Time (Benefits Eligible)

Georgia State University Values COMMUNITY: Fostering a distinctive shared identity and common purpose across our multi‑campus university, IDENTITY, PLACEMAKING & BELONGING: Respecting the dignity and value of all people and perspectives through honorable conduct based on engagement, fairness, access, and civility, TRANSFORMATION: Intentionally pursuing knowledge, practice, and scholarly rigor to inspire lifelong learning, and to make our community and the world a better place INTEGRITY: Adhering to our values, mission, and the truth through respectful cooperation and effective stewardship of resources, EXCELLENCE: Achieving the highest standards and distinction in teaching, research, and service, STRATEGIC INNOVATION: Embracing invention and creativity in the pursuit of meaningful discovery using our collective talents USG Core Value Statement The University System of Georgia is comprised of our 25 institutions of higher education and learning, and the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.

Equal Employment Opportunity Georgia State University is an equal opportunity employer with regard to veterans and individuals with disabilities and prohibits discrimination on the basis of an individual's race, color, religion, sex, national origin, age, disability,, genetic information, or protected veteran status.

Background Check Successful candidate must be able to pass a comprehensive criminal background investigation and other background searches as applicable to the job such as credit check and Motor Vehicle Record.

Clery Disclosure of Campus Security Policy and Campus Crime: Georgia State University is committed to its students' and employees' safety and security. It complies with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) to provide information on certain crimes on campus. This position may be designated as a Campus Security Authority, ensuring that reported crimes are routed to the appropriate University office.

Please note, Georgia State University's career board updates daily and requisitions are subject to be removed without prior notice or before the posting expires.

Georgia State University prohibits discrimination on the basis of an individual's age, color, disability, genetic information, national origin, race, religion, sex, or veteran status.