Assistant Director of Event Operations - Cohon University Center - Division of Student Affairs

Carnegie Mellon University•Pittsburgh, PA

2d•Hybrid

About The Position

Carnegie Mellon University's Division of Student Affairs is seeking an Assistant Director of Event Operations to join the Cohon University Center administrative team. This role involves providing independent oversight of the reservation and event lifecycle for department-managed spaces across multiple facilities. The position reports to the Director of the Cohon Center and is crucial for ensuring accurate scheduling, high-quality event execution, and fostering strong campus partnerships. The typical work schedule is Monday through Friday, 8:30 a.m. - 5:00 p.m., with the possibility of an alternate schedule after the provisional period. Adjustments to the work schedule may be necessary for major events or VIP engagements.

Requirements

Bachelor’s degree required
1-3 years of experience in event management, scheduling, operations, or related work required
Successful completion of a pre-employment background check
Applicants must be currently legally authorized to work for CMU in the United States. CMU will not sponsor or take over the sponsorship of an employment visa for this opportunity.
Carnegie Mellon is not a qualifying employer for the STEM OPT benefit: only the 12-month OPT may be used to work at Carnegie Mellon.

Nice To Haves

Master’s degree preferred
Experience with scheduling systems (e.g., 25Live) strongly preferred
A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Responsibilities

Provide independent oversight of the full reservation lifecycle, including intake, review, approval, communication, and conflict resolution.
Serve as the primary authority for interpreting and applying reservation and event policies.
Ensure timely and accurate communication with clients, campus partners, and service providers.
Oversee multiple scheduling systems (25Live and Google platforms) and maintain accurate, up-to-date space availability and usage data.
Audit and ensure consistency, accuracy, and reliability of all event-related information across platforms.
Coordinate with campus partners to ensure alignment of space usage, priorities, and operational needs.
Liaise with campus partners, including serving as the departmental lead for large-scale, high-impact, and VIP events.
Provide on-site support and decision-making for events when necessary.
Build strong relationships across the university to support seamless event execution.
Create, implement, and oversee policies and procedures related to reservations, events, and space usage.
Conduct event assessments, space utilization reviews, and operational analyses to inform improvements.
Recommend enhancements to service models, workflows, and event support structures based on assessment findings, stakeholder feedback, and operational trends.
Coordinate event rentals, including furniture, staging, equipment, and other logistical needs.
Manage invoicing, billing, payments, and other event-related financial processes.
Ensure accurate tracking, reconciliation, and communication of event charges.
Supervise the full-time Scheduling Manager, providing guidance, performance management, and professional development.
Collaborate with Cohon University Center Director to support operational consistency and service excellence.