Professional - Instructor

Norfolk State University; USA; 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, and donor engagement activities. The role blends strategic event planning with theater operations and venue management on a 75/25 split.

The position requires strong leadership, cross-functional collaboration, and experience managing complex programs, budgets, and venue logistics within a university setting.

Qualifikationen

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

Aufgaben

• Plan, coordinate, manage, and execute major university events including commencements and galas.
• Develop event timelines, run-of-show documents, and logistics plans.
• Collaborate with leadership, academic departments, advancement, athletics, and alumni relations.
• Manage budgets, vendor contracts, and post-event assessments.
• Lead and supervise student workers, volunteers, and temporary staff.
• Ensure compliance with safety, accessibility, and university policies.
• Oversee theater operations and venue management for Wilder Center and other venues.

Kenntnisse

Progressive experience in eventPlan,

Venue management

Theater operations

Hospitality

Excellent organizational skills

Ausbildung

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

Master's degree and/or CMP/CSEP certification

Tools

25Live

CRM systems

Microsoft Office Suite

Jobbeschreibung

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

Manage event reservations and scheduling through 25Live and other event management platforms.

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

Serve as the Office of University Events representative on campus-wide committees and planning teams.

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, including 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 Required

• 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.
• Preferred 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.

$70,000 - $72,000

Equal Opportunity Employer

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.

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 Certificate of Disability (COD) provided by a Vocational Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their Certificate of Disability.

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse workforce.

Behold the Green and Gold -

Join a vibrant academic community at Norfolk State University, a dynamic, public, urban institution located in the heart of Hampton Roads in Norfolk, Virginia. With a proud legacy dating back to 1935, NSU is one of just five HBCUs in the Commonwealth of Virginia and one of 15 public four-year universities in the state. Our campus is home to more than 5,400 students, including a thriving graduate population that makes up over 10% of our enrollment. NSU offers a supportive and engaging environment across five distinguished academic schools and colleges, led by a dedicated team of approximately 1,000 faculty and staff. With an annual operating budget exceeding $190 million, Norfolk State is positioned for growth, innovation, and student success. Whether you’re looking to grow your career or make a lasting impact, NSU invites you to be part of a community where excellence, purpose, and progress are more than just words — they're a way of life.

The home of the largest Naval Base in the world, Norfolk is 1 of the 7 cities that make up what Is referred to as the Hampton Roads Region, an area that includes Virginia Beach & Colonial Williamsburg. Norfolk has big-city amenities and attractions of arts and culture, and cuisines of the Eastern Seaboard. There are numerous & accessible parks, riverfronts, lakes, festivals, & beaches; all favorable for weekend getaways and an easy commute to NSU.

Contact Information: Name: Office of Human Resources Phone: [phone] Email: NO EMAILED DOCUMENTS ACCEPTED