FA0008 Professional - Instructor Wilder Center

Virginia AG; Norfolk (VA); Vor Ort; USD 70.000 - 72.000; Vollzeit

Zusammenfassung

Norfolk State University seeks an Assistant Director for University Events to plan, coordinate, and execute major university events, presidential functions, donor engagement activities, and institutional ceremonies.

The role combines strategic event planning, venue management, and production responsibilities, with about 75% focus on events and 25% on performing arts venue operations at The Wilder Center. Bachelor’s degree and strong organizational skills required.

Qualifikationen

• Bachelor’s degree and progressive experience in event planning, venue management, or related field.
• Demonstrated ability to manage multiple complex projects and events.
• Excellent organizational, communication, and interpersonal skills.
• Knowledge of event management software (e.g., 25Live) and CRM systems.

Aufgaben

• Plan and manage major university events, fundraising initiatives, donor engagement activities, and institutional ceremonies.
• Oversee theater operations and venue management for The Wilder Center and related spaces.
• Coordinate with university leadership, faculty, staff, alumni, donors, and external partners to ensure successful events.
• Develop timelines, budgets, and post-event assessments; manage risk and accessibility considerations.

Kenntnisse

Progressive experience in event

Organizational skills

Interpersonal skills

Ausbildung

Bachelor's degree in Event Management, Hospitality, Arts Administration, Communications, Business Administration, or related field

Tools

25Live

CRM systems

Microsoft Office Suite

Jobbeschreibung

Title: FA0008 Professional - Instructor Wilder Center

State Role Title: Faculty-Professional

Hiring Range: $70,000.00 to $72,000.00

Pay Band: UG

Agency: Norfolk State University

Location: Norfolk State University

Agency Website: www.nsu.edu

Recruitment Type: General Public - G

Job Duties

Job Description Summary

The Assistant Director for University Events serves as a key member of the Office of University Events and supports the planning, execution, and assessment of major university events, fundraising initiatives, presidential functions, donor engagement activities, and institutional ceremonies. The position also supports the management and operations of the university's performing arts venue, The Wilder Center, ensuring that theater productions, campus performances, lectures, conferences, and community events are executed efficiently, safely, and professionally.

Norfolk State University is seeking an Assistant Director for University Events to support the planning, coordination, and execution of major university events, presidential functions, fundraising initiatives, donor engagement activities, and institutional ceremonies.

This position combines strategic event planning, venue management, theater operations, client relations, and event production responsibilities. Approximately 75% of the role focuses on university events and special projects, while 25% focuses on performing arts theater and venue management.

Essential Duties and Responsibilities

University Event Planning & Management (Approximately 75%)

Strategic Event Planning

Plan, coordinate, manage, and execute major university events, including but not limited to:

• Commencement ceremonies
• Freshman Convocation
• Founders Day celebrations
• Presidential inaugurations and receptions
• President's Gala
• Donor cultivation and stewardship events
• Alumni and community engagement programs
• Board functions and VIP events
• Student recognition programs
• Academic ceremonies and special university initiatives

Develop event timelines, project plans, run-of-show documents, production schedules, and detailed logistics plans.

Collaborate with university leadership, academic departments, advancement staff, athletics, student affairs, alumni relations, and external stakeholders to ensure successful event outcomes.

Research, recommend, negotiate, and secure venues, vendors, entertainers, catering services, rental equipment, and event support services.

Coordinate event themes, décor, layouts, staging, audiovisual requirements, transportation, accessibility accommodations, and guest experiences.

Event Production & Logistics

Direct all event logistics from concept through post-event evaluation.

Conduct site visits and venue inspections to determine event feasibility and operational requirements.

Manage on-site event operations, including venue setup and breakdown, registration, guest services, protocol management, vendor coordination, and troubleshooting.

Develop contingency plans and manage risk mitigation strategies for assigned events.

Coordinate event staffing plans and supervise student workers, volunteers, interns, and temporary event personnel.

Ensure compliance with university policies, safety regulations, and accessibility standards.

Event Marketing & Communications

• Collaborate with University Communications and external partners to promote events and increase participation.
• Oversee the production of event marketing materials, invitations, signage, programs, presentations, name badges, certificates, and digital communications.
• Manage content related to university events on websites, calendars, and social media platforms.
• Support RSVP campaigns and guest communications.

Event Administration

• Maintain accurate event records, attendance reports, budgets, and post-event assessments.
• Prepare mailing lists, guest tracking reports, event briefings, and executive summaries.
• Track registrations, RSVPs, attendance metrics, and participant engagement data.
• Respond to event-related inquiries from internal and external constituents.
• Assist with budget planning, vendor contracts, purchasing, and payment reconciliation.

Leadership & Collaboration

• Provide consultation and guidance to departments planning institutional events.
• Build collaborative relationships with faculty, staff, students, alumni, donors, community partners, and vendors.
• Represent the Office of University Events in professional settings and campus engagements.
• Assist the Executive Director with strategic initiatives and special projects.

Theater Operations & Performing Arts Venue Management (Approximately 25%)

Theater Administration

• Assist in the day-to-day management and operation of The Wilder Center and other university performance venues.
• Coordinate scheduling and booking requests for performances, lectures, conferences, rehearsals, academic events, and community rentals.
• Serve as a primary point of contact for internal and external clients utilizing theater facilities. Ensure venue readiness and operational excellence for all scheduled events.

Production Management

• Work closely with Technical Director to ensure successful productions to include but not limited to: coordinating technical and production requirements for performances and events, with special focus on lighting, sound, projection systems, stage management, rigging and production equipment as needed.
• Assist with management of technical staff, production crews, performers, presenters, and event organizers as needed.
• Assist with production schedules, rehearsals, load-ins, load-outs, and performance operations as needed.
• Review technical riders and coordinate fulfillment of production needs.

Venue & Facility Oversight

• Monitor facility conditions and identify maintenance, equipment, and operational needs.
• Coordinate with Facilities Management and third-party vendors regarding repairs, upgrades, and preventive maintenance.
• Ensure compliance with fire codes, life-safety regulations, occupancy requirements, and risk management procedures.
• Assist with management of venue inventories, equipment usage, and storage areas.

Front-of-House & Customer Experience

• Oversee front-of-house operations, including patron services, ushers, volunteers, ticketing coordination, and audience management.
• Ensure a welcoming, professional, and accessible experience for guests, artists, dignitaries, and patrons.
• Assist with conflict resolution and customer service concerns during events and performances.
• Revenue Generation & Community Engagement
• Support venue rental efforts by assisting with client outreach, contract administration, and event coordination.
• Collaborate with university and community partners to maximize utilization of theater facilities.
• Assist in developing strategies to enhance venue visibility, audience engagement, and community partnerships.

Minimum Qualifications

• Bachelor's degree in Event Management, Hospitality, Arts Administration, Communications, Business Administration, or a related field.
• Progressive experience in event planning, venue management, theater operations, hospitality, or a related field.
• Demonstrated success managing multiple complex projects and events.
• Excellent organizational, communication, and interpersonal skills.

Additional Considerations

• Higher education experience.
• Experience working in performing arts venues, conference centers, or theaters.
• Knowledge of event management software, 25Live, CRM systems, and Microsoft Office Suite.
• Master's degree and/or professional certifications such as CMP or CSEP.

Norfolk State University conducts background checks on all candidates identified as a finalist for employment consideration. The type of background check(s) performed are dependent upon the type of position for which you have been identified as a finalist and may include criminal history, including sexual offender registry checks, reference checks, degree validation, DMV (driving) records, license verification, and credit report reviews. The results of background checks are made available to University employing officials. As a finalist, you will be required to sign an Authorization to Release form. Norfolk State University utilizes Form I-9 and E-verify in the verification of eligibility for employment. Applicants must be authorized to work in the U.S. without employer sponsorship.

Contact Information

Name: Norfolk State University

Phone: [phone]

Email: Emailed material not accepted

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.