Assistant Director, Special Events (Temporary)

Montclair State University•Montclair, NJ

1d•Hybrid

About The Position

Reporting to the Director of Special Events, the Assistant Director of Special Events participates in the strategic development, planning, execution and management of the University’s high-profile signature events, and works collaboratively with colleagues in the Special Events department and across campus to produce events that enhance and elevate the profile of the University with internal and external stakeholders. The Assistant Director assists in the planning and execution for a wide variety of large-scale Presidential, Student Development and Campus Life, Development and Community events, and provides logistical and event planning support for smaller events managed by various Montclair State University colleagues across divisions and departments.

Requirements

Bachelor's degree from accredited college or university
A minimum of two years progressively responsible professional experience in planning and managing large scale, complex, and high-profile events at an institution of higher education or related field
Outstanding interpersonal communication skills and an ability to work collaboratively with a variety of internal and external clients.
Demonstrated sound judgement, strong project management experience, problem-solving and organizational skills, attention to detail, and ability to set priorities and meet deadlines while balancing multiple projects.
Ability to work flexible hours and to be physically present during events, including evenings, weekends and occasional holidays.
Ability to work primarily in-person; one remote work day per week may be permitted when approved in advance by immediate supervisor.
Position requires ability to lift and carry items in excess of 20lbs, in addition to walking and standing for long periods.

Nice To Haves

Demonstrated administrative experience with budget development and financial management.
Demonstrated supervisory experience managing student staff.
Demonstrated project management success in achieving results in higher education or similarly large and complex organization.

Responsibilities

Participates in upholding policies, procedures and protocols that maintain high professional standards for all event productions.
Participates in the planning and management of the department and the implementation of initiatives to support the strategic goals of the department, division and University.
Evaluates goals and operations of the department and implements ways to improve performance.
Acts in the absence of the director as follows: supervises department staff and work operations; works directly with key internal and external stakeholders to ensure seamless delivery of event elements; represents the department.
Establishes and maintains effective communication and collaborative working relationships with key event stakeholder units throughout the institution including President’s Office, Provost Office, Facilities, Office of the Registrar, Development, University Communications and Marketing, Deans’ Offices, University Police, Student Development and Campus Life, Dining Services, faculty and staff, student organizations, government and private agencies and the public in order to accomplish the objectives and programs of the unit.
Leads the logistical planning, management and execution of certain events as assigned.
Assists with management of the department’s website and social media account.
Produces associated collateral/public relation materials.
Maintains and integrates University Brand Standards.
Assists with the recruitment, selection, hiring, training, scheduling and supervision of the Graduate and Undergraduate student staff.
Assists with event budgets; creating budgets, monitoring purchase orders, and reconciling all invoices post-event.
Creates and maintains registration systems and software applications for events.
Develops and maintains event briefings, agendas, timelines and other relevant planning materials and resources.
Participates in planning meetings with internal and external stakeholders to prepare for upcoming events.
Compiles and analyzes event related statistics and data post-event.
Participates in post-event analysis meetings and recommends improvements.
Engages in continuous improvement, assessment, and evaluation of events, procedures, and department services.
Understands the needs of diverse populations and effectively serves students, faculty, staff and the public with an inclusive approach.
Ensures all events are ADA compliant and access provisions are available.
Secures and negotiates goods and services from external service providers in conformance with University Procurement and legal contract requirements.
Develops and executes detailed event staffing plans for event support staff.
Coordinates, trains and supervises on-site support staff for on and off-campus events.
Ensuring event specifications are addressed, trains staff regarding on-site incident management and risk mitigation protocols.
Manages the logistical planning and preparation with key internal providers and external vendors including but not limited to: venue and vendor selection VIP attendees, media, food and beverage service, technology, equipment rentals, parking, security, emergency planning, housekeeping, shuttle services, fire and safety, photography, room set-ups, grounds, housekeeping, audio/visual services, staging, ticketing, livestreaming, ASL Interpreters, electricity, floral, etc.
Participates in the creation, production and distribution of all event related communications and print and digital collateral in collaboration with University Communications and Marketing: emails, signage, websites, invites, splash screens, videos, photography, programs, etc.
Maintains essential records and files in compliance with state and institutional record retention policies.
Maintains integrity and appropriate confidentiality in University and program operations.
Attends and participates in department, division, and university-wide meetings; represents the Special Events department at meetings as required.
Serves on ad hoc and standing committees as required.
Performs other duties as assigned.