Director of Special Events and Scheduling

University of Southern Indiana • Evansville, IN

2d • Onsite

About The Position

The Director of Special Events and Scheduling provides strategic leadership and operational direction for event planning, scheduling, coordination, and execution, as well as key facility operations at the University of Southern Indiana. The role leads a team responsible for several thousand events annually, including academic scheduling, and partners with internal and external stakeholders to deliver high-quality customer service and event experiences aligned with University priorities. The Director oversees departmental strategy, budgets exceeding $1 million, personnel, operational performance, and continuous improvement, and serves as an advisor and collaborative partner to University leadership and stakeholders.

The Director leads departmental administration and staff performance; oversees complex, high-profile institutional events; and provides leadership for the management and utilization of the University Center, Performance Center, Griffin Center, and other assigned facilities. Responsibilities include financial planning and procurement, vendor and contract oversight, policy compliance, risk management, and collaboration across campus and with external partners. The Director also serves as the University's primary resource for event planning, scheduling, and facility utilization.

The position requires frequent access to on-campus and outdoor event sites, occasional physical event setup involving loads up to 35 pounds, and extended periods at a desk or workstation. Standard hours are Monday through Friday, 8:00 a.m. to 4:30 p.m.; evening and weekend work is regularly required. Infrequent travel may be required. The position will begin on or after January 4, 2027.

Requirements

• Bachelor's degree.
• At least ten years of progressively responsible professional experience in event management, conference services, hospitality management, higher education administration, or a related field.
• Demonstrated leadership experience in organizational planning, staff supervision, performance management, budgeting, operational oversight, and project management.
• Outstanding interpersonal, relationship-building, and stakeholder management abilities.
• Strong verbal and written communication skills.
• Sound judgment, decision-making ability, diplomacy, and professionalism.
• Proficiency with Microsoft Office applications and related business technologies.
• Ability to use and oversee event management, scheduling, facility management, and room design software platforms.
• Ability to maintain a professional presence and exercise sound judgment in high-pressure, rapidly changing environments.
• Strong organizational and leadership skills to manage competing priorities, resources, and deadlines.
• Ability to influence, collaborate with, and advise executive leadership, donors, faculty, staff, students, public officials, and community partners.
• Strong observational and analytical skills to ensure events and facilities meet operational, safety, and customer service standards.
• Ability to remain composed and effective while leading high-visibility, time-sensitive events.
• Valid driver's license and an acceptable driving record under USI's Vehicle Safety Policy.

Nice To Haves

• Bachelor's degree in Hospitality Management, Event Management, Business Administration, Communications, Higher Education Administration, or a related discipline.

Responsibilities

• Provide strategic leadership, supervision, coaching, and performance management for department staff, including student employees.
• Direct departmental staffing, recruitment, onboarding, training, succession planning, performance evaluations, and resource allocation.
• Set departmental goals, priorities, and performance expectations; monitor results and implement improvements.
• Develop, manage, and administer departmental budgets exceeding $1 million; provide budget analyses, forecasts, and performance reports.
• Oversee the planning and execution of complex, high-profile University events, including Commencement, Board of Trustees meetings, Presidential events, donor events, and public forums.
• Develop event strategies and implementation plans aligned with institutional goals and coordinate campus service providers, vendors, and stakeholders.
• Oversee event logistics, budgets, timelines, risk mitigation, service delivery, operational readiness, records, and planning milestones.
• Provide on-site leadership, decision-making, and issue resolution during major events.
• Ensure appropriate accommodations, accessibility, technology support, transportation, catering, safety planning, and guest experience standards.
• Oversee management, utilization, maintenance, and appearance of assigned University facilities, including the University Center, Performance Center, and Griffin Center.
• Partner with Facilities Operations and Planning on custodial services, maintenance, capital improvements, and operational enhancements.
• Lead long-range planning for space utilization, furnishings, facility upgrades, and operational effectiveness.
• Oversee procurement, contracts, vendor relationships, standing purchase agreements, cost recovery, pricing, and revenue-generation practices.
• Interpret, communicate, and enforce University policies related to events, facility use, safety, accessibility, alcohol, tobacco, parking, solicitation, and related activities.
• Identify policy gaps and operational risks, recommend revisions, and ensure compliance with applicable University, state, and federal requirements.
• Build partnerships with academic, administrative, and external stakeholders and collaborate with campus service departments.
• Represent the department on institutional committees, planning teams, and special initiatives; advise senior leaders and campus partners.
• Perform other duties and lead special projects as assigned.

Benefits

• Affordable medical, dental, vision, life, and short- and long-term disability insurance plans.
• Retirement plan with a University contribution equivalent to 9% of annual salary.
• Full tuition fee waiver for employees, spouses, and dependent children.
• Vacation and sick time.
• Holiday pay.
• Free access to the Recreation, Fitness & Wellness Center.
• Access to the on-campus University Health Center and Dental Hygiene Clinic.

What This Job Offers

• Job Type: Full-time
• Career Level: Director