Director of University Events, Southampton

Stony Brook; Stony Brook (NY); On-site; USD 120,000 - 160,000; Full time

Job summary

Stony Brook University seeks a Director of University Events for the Southampton Campus. The role conceptualizes, designs, and produces high-profile events and oversees budget, staff, and vendor coordination to advance university goals.

The Director will manage presidential and VIP events, coordinate academic conferences, and provide conference services to internal and external clients, ensuring safety, compliance, and exceptional guest experiences.

Qualifications

• Bachelor’s degree (foreign equivalent or higher) and 4 years in complex event management.
• Progressive event planning experience in a high volume academic or corporate setting.
• Experience working with Executive Leadership.
• Experience managing internal/external clients and/or vendors.
• Experience with event management software such as CVENT and/or 25Live.
• Proficiency in Microsoft Office and/or Google Suite.
• Experience with social media (Facebook, Instagram, Twitter, LinkedIn, etc.).

Responsibilities

• Conceptualize, design, produce and manage events that promote the University and support its goals.
• Oversee design, planning, budget oversight and implementation of all annual and VIP events, panels, awards, and other high-profile events.
• Provide conference services to internal and external clients and manage relationships with VIPs and dignitaries.
• Lead the Southampton Conferences & Events team and set performance goals and evaluations.
• Direct budget allocation, vendor contracts, and risk management for campus events.

Skills

Budgeting

Vendor coordination

Executive liaison

Supervisory experience

Social media management

Event design

Education

Bachelor's degree

Tools

CVENT

25Live

Microsoft Office

Google Workspace

Job description

Director of University Events, Southampton

Required Qualifications

• Bachelor’s degree (foreign equivalent or higher)
• Four (4) years of full time professional complex event management experience
• Progressive event planning experience in a high volume academic or corporate setting
• Experience working with Executive Leadership
• Supervisory experience
• Budget management experience
• Experience managing internal/external clients and/or vendors
• Experience with event management software systems, such as CVENT and/or 25Live
• Experience with Microsoft Office and/or Google Suite
• Experience with social media (Facebook, Instagram, Twitter, LinkedIn, etc.)

Preferred Qualifications

• Bachelor's degree (foreign equivalent or higher) in Communications, Marketing, Public Relations, Business Management or related field
• Additional years (5+) of full time professional complex event management experience
• Experience working in a professional environment executing conferences, trade shows, and/or experience working in large-scale hotel conference business
• Experience managing large-scale events

Brief Description of Duties

The Director’s role is to conceptualize, design, produce and manage events that promote the University and support its goals. The Director will oversee the design, planning, budget oversight and implementation of all annual and one-time Presidential and VIP events, discussion panels, award ceremonies, ribbon cuttings, ground breakings, and other high profile events as directed by the Office of the President. Additionally, the Director will be responsible for supporting academic conferences sponsored by Deans and their departments. Duties also include providing conference services to both internal/external conference clients. Incumbent must have proven ability to communicate with excellence in written and verbal communication.

• Presidential Events & Executive Campus Operations
  • Design, produce, and supervise all creative, technical, and logistical activities supporting high-profile Presidential and Executive Leadership events hosted at the Southampton Campus, including the Annual State of the University Address, groundbreakings, ribbon cuttings, donor galas, executive dinners, Town Hall meetings, visiting dignitary visits, and SUNY Board of Trustees meetings.
  • Serve as the primary contact on the Southampton Campus to secure and manage VIP guests, university council members, board members, keynote speakers, and high-level dignitaries (including the Governor, SUNY Chancellor, and elected officials).
  • Partner with the University’s Director of Operations and other partners to ensure all campus events are executed safely and in accordance with University policies and procedures.
  • Prepare all ceremony and event scripts, runs of show, and production timelines for the President, Executive Leadership, and key stakeholders. Direct the Office of Communications in designing and printing all official event-related collateral and digital assets.
  • Establish comprehensive risk management protocols and emergency action plans alongside University Police and Emergency Management for extreme weather conditions, event cancellations, or safety threats. Ensure all state and local permits are properly secured.
  • Oversee campus food and beverage operations by soliciting and securing catering orders, establishing menus, and introducing new campus guest experiences (e.g., food truck festivals, receptions, and outdoor hospitality).
• Business Development, Event Acquisition & Community Relations
  • Serve as the strategic liaison for the Southampton Campus to build, expand, and cultivate strong working relationships with regional business groups, local municipalities, non-profit organizations, academic partners, and community leaders.
  • Actively drive campus revenue and utilization by prospecting, attracting, and securing new external conferences, corporate retreats, community gatherings, cultural showcases, and private events to be hosted on the Southampton Campus.
  • Conduct comprehensive intake, venue tours, and feasibility assessments for prospective external clients to market campus assets and capabilities effectively.
  • Collaborate closely with the Offices of Community Relations, Advancement, and Alumni Relations to elevate the campus profile, generate community goodwill, and drive joint programming initiatives.
  • Consistently explore and adopt emerging event management technologies, marketing tools, and guest engagement platforms to enhance venue positioning and elevate customer service.
• Academic Conferences & Conference Services
  • Coordinate full-service event support for both internal university departments and external conference clients utilizing Southampton Campus facilities.
  • Assist clients in establishing event budgets, registration fee schedules, technical requirements, space allocation, and day-of execution plans.
  • Responsible for oversight of conference agreements and revocable permits, ensuring items follow strict University liability standards and policy compliance.
• Staff Supervision & Operational Leadership
  • Provide primary leadership, daily direction, and professional development for the Southampton Conferences & Events team and administrative staff.
  • Develop performance goals, establish annual evaluation standards, conduct performance reviews, and proactively address operational or staffing challenges.
  • Serve as the senior operational authority for the Conferences & Events department on the Southampton Campus.
• Budget & Financial Management
  • Direct financial operations and budget allocation for the Southampton events account, maintaining rigorous oversight of all operational costs, revenues, and vendor expenditures.
  • Work in partnership with the Budget Manager and Office of Procurement to author Requests for Bids (RFB) and Requests for Proposals (RFP), evaluate vendor contracts, negotiate competitive pricing, and ensure deliverable fulfillment.
  • Participate in bi-annual rate reviews for institutional service accounts and consistently implement cost-containment measures without compromising event quality or safety.
• Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes

This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

Evening and weekend work will be required at times.

For this position, we are unable to sponsor candidates for work visas.

Stony Brook University is committed to excellence in the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status, and all other protected classes under federal or state laws.

Stony Brook University is dedicated to providing equal employment opportunities to all applicants, including individuals with disabilities. If you require a reasonable accommodation to participate in the application, interview, or hiring process, please request one by contacting [e-mail]. We will consider accommodation requests in compliance with applicable laws. This process is independent and does not require any voluntary self-identification of disability status. Please include the position title and position number (if known) in your message.

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