Sr. Director-Events Administration

Harper College•Palatine, IL

About The Position

Provides leadership, vision, strategy, and execution of complex campus events hosted in Harper’s state of the art Wojcik Conference Center as well as for Harper’s most high-profile and mission driven events (e.g., graduations, ribbon cuttings, groundbreaking ceremonies, VIP presidential events, employer summits, convocation ceremonies, speaker series, anniversary celebrations, and presidential galas). Responsibilities for this senior role include managing event planning from top to bottom: logistics, production, budgets, staffing, communications, and post-event analysis. Providing concierge level service to internal and external guests including trustees, donors, elected officials, and other Harper constituents. Ensuring events are executed in the spirit of excellence, within budget, and enhance the college’s brand and community engagement. Leads the planning, logistical coordination, and execution of identified College-wide events and provides event planning consultation for department level events. Facilitates external constituents use of campus facilities for agreed non-revenue and co-sponsored events. Has administrator responsibilities for the Manager of the Wojcik Conference Center (WCC) and for the Manager of Event Services (PAC, J Theater, Pavilion, Campus Events). Responsible for the development of emerging revenue opportunities for assigned operational areas and other campus rental areas. Job functions include project management, special events planning, presentation and meetings management, budget management, and staff oversight. Responsible for the development and achievement of departmental goals and objectives, interpreting institutional directives, evaluating performance, and assuring that departmental operations comply with the strategic goals and vision of the institution. Responsible for the development and financial oversight of operational budgets for WCC and Campus Events in the PAC, J Theatre, Pavilion, or other rental spaces. Authorizes expenditures, reviews monthly financial statements, and ensures that effective fiscal controls are maintained over assigned operational areas. Recommends procedural and policy changes to improve operational efficiencies and fiscal integrity of the Wojcik Conference Center and other revenue generating rental spaces and facilities. Establishes departmental procedures consistent with Harper’s Core Values of Respect, Integrity, Collaboration, and Excellence while fostering a culture of service excellence motivating staff to continually improve processes, client satisfaction, and teamwork. Interfaces and maintains effective working relationships with vendors and internal stakeholders including student engagement, Harper College Police Department, Risk Management, facilities, IT, food services, and marketing services. Provides weekly report on upcoming campus events to the President’s Office, Campus Police, and the communications team. Convenes and leads the Events Super User committee. Develops and communicates the colleges’ policies and procedures regarding use of campus facilities. Facilitates requests for use of Alcohol on campus and ensures that all requests follow Board of Trustees Policy and as required by law. Obtain required state and local permits and licenses for use of Alcohol on campus. Design and implement marketing plans, assist in the creation of promotional materials, manage event calendars and registration systems, and coordinate with the Harper College Communications team. Provide oversight and review of all rental agreements for non-academic use of space on campus. Prepares and monitors all job-related budgets having strategic oversight for meeting annual auxiliary revenue targets. Supervises related staff establishing performance goals for all direct reports encouraging professional development and providing annual evaluations. Participates in professional development activities to ensure professional growth and knowledge needed to provide effective leadership in the administration of campus events. Oversee high-level issues including managing and resolving any significant operational or personnel issues that arise within the department. This includes the assessment of staff needs and making recommendations to the Vice President of Workforce Solutions & Strategic Alliances as needed. Participates in college and related committee meetings as appropriate including serving on the President’s Learning Council (PLC) and regularly attending monthly Board of Trustee (BOT) meetings and monthly Committee of the Whole (COW) meetings with the Board of Trustees. Business Development and Revenue Growth Responsible for generating a pipeline of potential new business opportunities for the Wojcik Conference Center, Events Management (PAC, J Theatre, Pavilion), and other campus spaces which may result in additional revenue sources for the college. Research, compiles, and analyzes information on market conditions to identify potential new markets and clients, sales opportunities, and the most effective methods of marketing. Directs the creation, development, and implementation of a sales/marketing and communication strategy for assigned operational areas. Creates, monitors, and reports on key performance metrics to determine effectiveness of sales/marketing efforts and program effectiveness. Stays abreast of national, state, and local trends affecting campus and conference center events. Works independently to resolve issues and respond to inquiries related to the Conference Center and the administration of related campus events. Upon request, reports to the President, the Executive Cabinet, and/or the Board of Trustees on the performance of the conference center and overall events administration. Completes special assignments as requested and performs other duties as assigned.

Requirements

Bachelor’s degree in business, arts administration, or another relevant field required.
A minimum of three (3) years of work experience in higher education, preferably at a community college.
A minimum of five (5) years of leadership experience in high-level event planning with a proven track record of project management, vendor negotiation, and the production of large-scale events with complex logistics and multiple stakeholders.
Experience preparing and monitoring budgets along with experience managing staff reports is required.
Experience managing high-profile guests and audiences with professionalism, discretion, and cultural awareness.
Strong follow up and follow through skills.
Detail-oriented with the ability to multi-task and work well under pressure.
Strong interpersonal skills with ability to interact with all levels of clients, customers and both internal and external personnel.
Must have demonstrated abilities in creating Word documents, PowerPoint presentations, and Excel analysis.

Nice To Haves

Graduate degree preferred.
Technical literacy with business systems such as Quick Books helpful.

Responsibilities

Provides leadership, vision, strategy, and execution of complex campus events hosted in Harper’s state of the art Wojcik Conference Center as well as for Harper’s most high-profile and mission driven events
Manages event planning from top to bottom: logistics, production, budgets, staffing, communications, and post-event analysis.
Provides concierge level service to internal and external guests including trustees, donors, elected officials, and other Harper constituents.
Ensures events are executed in the spirit of excellence, within budget, and enhance the college’s brand and community engagement.
Leads the planning, logistical coordination, and execution of identified College-wide events and provides event planning consultation for department level events.
Facilitates external constituents use of campus facilities for agreed non-revenue and co-sponsored events.
Has administrator responsibilities for the Manager of the Wojcik Conference Center (WCC) and for the Manager of Event Services (PAC, J Theater, Pavilion, Campus Events).
Responsible for the development of emerging revenue opportunities for assigned operational areas and other campus rental areas.
Responsible for the development and achievement of departmental goals and objectives, interpreting institutional directives, evaluating performance, and assuring that departmental operations comply with the strategic goals and vision of the institution.
Responsible for the development and financial oversight of operational budgets for WCC and Campus Events in the PAC, J Theatre, Pavilion, or other rental spaces.
Authorizes expenditures, reviews monthly financial statements, and ensures that effective fiscal controls are maintained over assigned operational areas.
Recommends procedural and policy changes to improve operational efficiencies and fiscal integrity of the Wojcik Conference Center and other revenue generating rental spaces and facilities.
Establishes departmental procedures consistent with Harper’s Core Values of Respect, Integrity, Collaboration, and Excellence while fostering a culture of service excellence motivating staff to continually improve processes, client satisfaction, and teamwork.
Interfaces and maintains effective working relationships with vendors and internal stakeholders including student engagement, Harper College Police Department, Risk Management, facilities, IT, food services, and marketing services.
Provides weekly report on upcoming campus events to the President’s Office, Campus Police, and the communications team.
Convenes and leads the Events Super User committee.
Develops and communicates the colleges’ policies and procedures regarding use of campus facilities.
Facilitates requests for use of Alcohol on campus and ensures that all requests follow Board of Trustees Policy and as required by law.
Obtain required state and local permits and licenses for use of Alcohol on campus.
Design and implement marketing plans, assist in the creation of promotional materials, manage event calendars and registration systems, and coordinate with the Harper College Communications team.
Provide oversight and review of all rental agreements for non-academic use of space on campus.
Prepares and monitors all job-related budgets having strategic oversight for meeting annual auxiliary revenue targets.
Supervises related staff establishing performance goals for all direct reports encouraging professional development and providing annual evaluations.
Participates in professional development activities to ensure professional growth and knowledge needed to provide effective leadership in the administration of campus events.
Oversee high-level issues including managing and resolving any significant operational or personnel issues that arise within the department.
Participates in college and related committee meetings as appropriate including serving on the President’s Learning Council (PLC) and regularly attending monthly Board of Trustee (BOT) meetings and monthly Committee of the Whole (COW) meetings with the Board of Trustees.
Responsible for generating a pipeline of potential new business opportunities for the Wojcik Conference Center, Events Management (PAC, J Theatre, Pavilion), and other campus spaces which may result in additional revenue sources for the college.
Research, compiles, and analyzes information on market conditions to identify potential new markets and clients, sales opportunities, and the most effective methods of marketing.
Directs the creation, development, and implementation of a sales/marketing and communication strategy for assigned operational areas.
Creates, monitors, and reports on key performance metrics to determine effectiveness of sales/marketing efforts and program effectiveness.
Stays abreast of national, state, and local trends affecting campus and conference center events.
Works independently to resolve issues and respond to inquiries related to the Conference Center and the administration of related campus events.
Upon request, reports to the President, the Executive Cabinet, and/or the Board of Trustees on the performance of the conference center and overall events administration.
Completes special assignments as requested and performs other duties as assigned.