Human Resources

All Offices & Services

Assistant Director of CASE (Conferences and Special Events)

Department

College Communications

Overview

The Assistant Director of CASE (AD) is responsible for overseeing the planning and roll-out of campus-wide events including the strategic, year-round scheduling of campus facilities and the coordination of related logistics. The AD will lead the planning of certain signature campus events, like Commencement, from conception through to completion. The AD will also act as a liaison to external clients, parents, and alumni as well as College faculty, students, and staff, who are planning events. In addition, the AD will support the development of the CASE office by assisting in all aspects of revenue-producing program development and facility rentals. This includes invoicing, client care, developing and managing workflow, logistical coordination and communication.

The role of the AD is both strategic and hands-on and often involves working as part of a team, managing student staff and collaborating across campus constituencies. The AD must be able to complete a wide range of activities requiring clear communication, excellent organizational skills and attention to detail.  AD must work well under pressure and adhere to deadlines, as well as always be ready with a “Plan B” in case something goes awry.  The AD should also possess a calm demeanor, and through careful planning, ensure the smooth and efficient running of events to build the image and reputation of the College.

Responsibilities

Special Events Management:

  • Plans and supports special events both internal and external.
  • Commencement Planning; Chairs the planning committee, on behalf of Academic Affairs and in collaboration with multiple campus constituencies. AD assumes responsibility for coordinating all aspects of the planning and logistics of Commencement and Baccalaureate, including communication with students, parents, faculty and staff, equipment rental, project timelines, vendor relations, budgeting, renting supplies, personnel, hospitality, decor, and ticketing.
  • Advises, provides training, and assists internal and external clients on processes and procedures dealing with event scheduling and logistics. Serves as a liaison between clients and the college to provide efficient event planning services and to coordinate space and campus resources.
  • Provides external customers with tours of college spaces, cost estimates, list of resources available, and informs internal clients of compliance with college policies, administrative regulations, and procedures regarding events.
  • Assists Alumni Relations liaison and Student Affairs liaison and other faculty, staff and students on special events, included but not limited to Homecoming, Family weekend, and Alumni weekend.

Business Development/Summer Programs:

  • Works alongside the Director of Events & Conferences in the development coordination and marketing, of internal and external revenue-generating programs including: Ursinus-branded sports camps, pre-college programs, facility rentals, weddings and banquets.
  • Provides direct event support to clients, including but not limited to communication of policies, distribution of linens and keys, coordination of logistics, and addressing client questions and concerns.
  • During summer programs, works closely with and supervises seasonal employees to ensure the best service possible is given to all guests.
  • Co-chairs “SummerBurst” committee leading throughout the year to ensure proper and efficient coordination of summer programs with facility operations, residence life (housing), food service, custodial, business office and risk management, campus safety and human resources.

Supervisory Responsibilities:

  • Hires, recruits, trains and supervises the Kaleidoscope Theater student support staff, including box office and ushers in collaboration with College Theater, Dance and Music faculty.
  • Summer Camp Assistants & Conference Hosts: With CASE Director and in coordination with Residence Life, develops a comprehensive summer events employment and training program. Recruits, interviews, hires and trains summer staff.
  • Serves as the on-call staff for summer events as needed.

Master Scheduler:

  • Supervises year-round scheduling of all internal and external events on the College EMS and web calendars, including the facilitation of three campus-wide Calendar Days.
  • Coordinates and educates on the scheduling of logistical support for internal events. Serves as a one-stop shop for all external events, guiding clients through the process from facility and service scheduling to event day.
  • Prepares and distributes a weekly events meeting list, emailing via EMS to event support staff. Schedules and attends regular meeting with event support staff to make sure scheduling of spaces and logistics needs are clearly communicated. Attends regularly scheduled Events Office meetings to plan for events and develop CASE strategic initiatives.

Hospitality:

  • Greets and directs visitors; gives facility tours, as needed, and handles general inquiries through phone and email.
  • Demonstrates initiative and sound judgment in matters of confidentiality.
  • Performs other duties as assigned.

Requirements and Qualifications

  • Bachelor’s Degree or higher level of education
  • Prior Events management experience; 3 years Higher – Ed events experience
  • Exceptional written and oral communications skills
  • Personable presence, demeanor and ability to work with various levels of internal and external constituents
  • Full working knowledge of Microsoft Word, Excel and PowerPoint
  • Ability to use EMS, website management tools, Planning Pod
  • Initiates and has the ability to work independently
  • Organized, energetic, flexible and detail-oriented
  • Must be physically able to lift from ten to forty pounds of weight
  • Requires the ability to stoop, kneel, and reach
  • The job may risk exposure to bright/dim light, dusts and pollen, extreme heat and/or cold, wet or humid conditions
  • Able to work flexible hours and be on-site for events

Anticipated Start Date

December 2018

Application

Interested candidates should apply here.  Once you create an applicant account, you will be prompted to upload your cover letter, resume, and a list with contact information for three references to the applicant database. 

Ursinus is an EO/AA employer.  Ursinus College does not discriminate on grounds of race, color, national origin, gender, sexual orientation, gender identity or expression, religion, age, creed, ancestry, veteran status, marital status, disability, or other classification protected by applicable law in the administration of any of its educational programs or activities or with respect to employment.