Assistant Director for Events & Campus Traditions

Stony Brook University•Stony Brook, NY

1d•$69,150 - $74,150

About The Position

As an integral member of the Division of Student Affairs, Student Life, and the Student Engagement and Activities teams, the Assistant Director for Events & Campus Traditions helps create and maintain vibrant campus life and promote student engagement. Reporting to the Associate Director for Events and Campus Traditions, the Assistant Director leads the development, implementation, and assessment of campus programs and University traditions that promote engagement, belonging, campus vibrancy, spirit, and pride. The Assistant Director co-advises the Undergraduate Student Government Student Activities Board (SAB), providing guidance to the USG Vice President for Student Life and SAB members as they plan and deliver programs. The position helps oversee evening and weekend programs and trips that respond to student needs, strengthen campus community, ensure safety, manage risk, and minimize liability. The Assistant Director works with USG leaders, students, University departments, vendors, performers, contractors, and external partners to ensure programs are engaging, inclusive, accessible, and compliant with financial bylaws, University policies, and applicable regulations. The role includes advising and training student leaders; coordinating event logistics and large-scale programs; helping manage an approximately $1 million SAB budget; reviewing contracts, invoices, and event documentation; coordinating sponsorships; and collaborating on risk management and emergency response planning. The Assistant Director also supervises payroll for work-study event staff, advises clubs and organizations, contributes to department operations and assessment, and supports the university’s SB Engaged online student engagement platform. Evening and weekend work is required at times. This is a full-time, exempt, essential position.

Requirements

Bachelor’s degree or foreign equivalent.
Three years of full-time professional experience advising a student programming board or similar student-led organization, including large-scale event planning in a college or university setting; part-time student experience may be prorated toward this requirement.
Supervisory experience; supervision of students may be considered.
Experience with Microsoft Office and/or Google Suite.
Budget management experience.
Experience reviewing contracts.
Experience working effectively with individuals from diverse backgrounds and identities.
Ability to frequently move packages weighing up to 50 pounds.
Include a resume/CV and cover letter with the online application.
Must be able to meet the minimum salary threshold for FLSA exempt status.
Work visa sponsorship is not available for this position.

Nice To Haves

Master’s degree or foreign equivalent.
Four or more years of full-time professional experience advising a student programming board or similar student-led organization, including large-scale event planning in a college or university setting; part-time student experience may be prorated toward this requirement.
Experience working with student government.
Experience with web-based information systems such as Anthology Engage, CampusGroups, 25Live, Fusion, Qualtrics, or comparable systems.
Marketing and data assessment experience, including social media content management and designing and implementing tools to evaluate program effectiveness.

Responsibilities

Serve as a secondary advisor to the Undergraduate Student Government Student Activities Board (SAB), providing operational continuity, mentorship, and a student-centered advising environment.
Lead SAB member training and professional development in leadership, communication, budgeting, marketing, event management, inclusion, and workplace expectations.
Coordinate assigned SAB programs with the USG Vice President for Student Life and student leads, including planning, implementation, on-site execution, and regular advising meetings with student chairs.
Advise student leaders on event planning, project management, budgeting, marketing, contracting, production, hospitality, staffing, security, accessibility, and risk management.
Coordinate event logistics, including reservations, audiovisual production, entertainment, catering, transportation, ticketing, staffing, security, accessibility, hospitality, equipment, and vendor services.
Coordinate print and web marketing and assessment efforts as needed; use data collection to evaluate learning outcomes and improve future programming.
Support USG financial approvals for purchases, payroll, and reimbursements through its authorized signatories.
Collaborate with the USG Vice President for Student Life and SAB Treasurer to plan, track, reconcile, and forecast the SAB budget, ensuring compliance and accurate documentation.
Guide students through event budgeting and financial reporting and participate in complex artist and vendor contract negotiations.
Coordinate contract review and artist rider fulfillment; ensure vendors and contractors submit contracts, insurance certificates, permits, licenses, and supporting documentation by deadlines.
Review program invoices before payment for accuracy, budget allocation, and policy compliance, and advance documentation through the USG financial process in accordance with SUNY and Stony Brook guidelines.
Build and maintain relationships with campus and external partners, vendors, and donors to develop event resources; coordinate sponsorship opportunities, pitch decks, outreach tracking, and sponsor deliverables.
Work with the Associate Director and USG Vice President for Student Life to liaise with University Police, Enterprise Risk Management, and Facilities on event and trip risk, staffing, and emergency response plans.
Ensure programming complies with state and institutional policies, risk management protocols, legal requirements, and contractual and insurance requirements.
Provide on-site leadership and troubleshooting on event days, calibrated to event risk levels.
Collaborate on training and transition for incoming SAB officers and members.
Manage payroll for work-study event staff supporting SAB programs; participate in professional staff recruitment, selection, onboarding, and training as needed.
Advise assigned clubs and organizations, providing training, guidance, and program support to promote success and compliance with policies, procedures, and risk protocols.
Coordinate planning, promotion, execution, and evaluation of USG and Student Engagement & Activities events as assigned.
Contribute to departmental strategic planning and assessment; collect, analyze, and report outcomes and outputs, and use findings to improve program quality, accessibility, efficiency, and responsiveness.
Support the university’s SB Engaged platform by creating and reviewing forms and functionality, encouraging adoption, reporting data, training students and staff, and building content and managing technical site setup and design.
Participate in professional learning and development opportunities, including classes, training, committees, and webinars.
Attend or support Division of Student Affairs and University events outside the individual unit, including campus-wide traditions and programs.
Perform other duties or projects as assigned in line with the role and departmental mission.
Work evenings and weekends when required.