Assistant Director of Event Services

Stony Brook University•Stony Brook, NY

4d•$72,000 - $74,000•Onsite

About The Position

We, the Division of Student Affairs, are a student-focused organization that aims to empower student success and support personal development. We act daily to create, enhance, and sustain a culture of respect and inclusion in the workplace, focusing on equity and justice in its many forms, including racial, social, and environmental justice. We intentionally and relentlessly pursue excellence through introspection, vulnerability, empathy, compassion, learning, and courage. We value our internal and external partnerships as vital drivers of the ambitious goals we pursue. We celebrate and take pride in serving a highly diverse student body, leading the way as the #1 ranked institution in the AAU and #3 of all colleges and universities nationally in fostering our students' social mobility, and being named one of the “Most Promising Places to Work in Student Affairs” by Diverse Magazine. The Assistant Director of Event Services oversees the event planning and space scheduling for the Student Activities Center, the Stony Brook Union, and the Commuter Pit Stop ensuring smooth execution through effective scheduling, customer service, and vendor coordination. The position leads and collaborates with various university departments and stakeholders to develop a strategic and assessment plan to further the goals and objectives of the Office and Student Life, and possesses strong event planning, customer service, project management and organizational skills. The Assistant Director strives to ensure that students, faculty and staff are well informed about scheduling procedures, event risk compliance and safety measures, and University policies designed to guide clients in hosting successful events and programs on campus. Responsibilities also include oversight of accounts receivable, managing facility reservations, maintaining accurate usage data and reports, supervising and developing student staff, and contributing to policy development related to event and facility operations and rentals. The incumbent must have experience leading teams and effectively working in a fast-paced, deadline-driven environment. The role will require occasional work outside standard business hours to support the university’s event and programming needs.

Requirements

Bachelor's degree (foreign equivalent or higher).
Three (3) years of full-time experience with any of the following: event planning or facilities scheduling/reservations management.
Experience with sales and revenue generation.

Nice To Haves

Master’s degree (foreign equivalent or higher).
Experience operating a scheduling system, including data entry and generating reports.
Experience with facilities and/or event operations as it relates to any combination of the following: room setups, audio/visual production, and auxiliary services.
Supervisory experience (experience supervising students may be considered).
Experience planning and managing large scale events.
Experience promoting and providing customer service to internal & external events.
Experience working in a university setting.
Experience with Microsoft Office Suite and/or Google applications, digital media, and/or website management.

Responsibilities

Facilitates and collaborates with campus partners and appropriate stakeholders to coordinate and execute events that take place in Campus life Center spaces.
Directly manages the space scheduling and event planning process for the Student Activities Center, the Stony Brook Union and the Commuter Pit Stop.
Provides a high level of customer services and engagement with both internal and external constituencies.
Become superuser of 25live scheduling system and implement training for Student Life staff members.
Provides concierge-level support and attention to VIP-level events and campus traditions (i.e. Weeks of Welcome, Homecoming, Summer Conference, Family Weekend, University Council and Commencement) and work closely with various departments in the execution of VIP events.
Serves as a Responsible University Official (RUO) and facilitates all aspects of permits required for on-campus events.
Undertakes continuous review of space scheduling and event planning processes and procedures to ensure ongoing improvement and alignment with divisional and institutional objectives.
Manage customer service levels for the department through proactive event management, quality assurance assessments and ensuring website content is current.
Works closely with the Director of Campus Life Centers and the Assistant Director of Event Services and Operations to develop and execute the revenue-generating strategy for Campus Life Centers spaces, including but not limited to solicitation of new business.
Manages client relationships, contracts and billing, and third party resources.
Co-lead the revenue generating external businesses by partnering with the Assistant Director for Event Services and Operations, Campus Partners and external organizations.
Manages all aspects of Accounts Receivable including invoicing, fee structure, rate reviews, room damages and fee collections.
Survey, document and maintain update local and regional room usage fees for similar external facilities.
Supervise the Event Services and Technology Specialist.
Supervise graduate and undergraduate student staff. Responsible for hiring, training, scheduling, and efficiency of staff.
Provides opportunities for professional development for professional and student staff.
Responsible for completing performance programs and evaluations for professional staff members.
Assists the Director by providing daily and long-range analytical organizational and administrative support on a variety of Campus Life Center central issues, projects and programs.
Lead a departmental committee that focuses on staff recognition and ongoing professional development.
Provides information and rationale for the development of new policies and procedures governing facility operations for special campus events.
Communicates information concerning scheduled events to department staff and the appropriate campus departments (i.e. University Police, custodial, West Campus Operations, etc.) in a timely manner.
Participates in opportunities that promote their learning, growth, and development (i.e., classes, training, committees, webinars).
Contributes to the Division of Student Affairs and Stony Brook University by attending and/or supporting events, activities, and programs sponsored by areas within and outside your department/unit (i.e., campus-wide traditions, events, programs).
Other duties or projects as assigned as appropriate to rank and departmental mission.
Hours outside the work schedule will be required at times.