Associate Director, Orientation and Family Engagement

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Position Details

The University of Tampa seeks a qualified applicant for the position of Associate Director of Orientation and Family Engagement. The Associate Director of Orientation and Family Engagement serves as the primary project lead, strategic manager, and logistical coordinator for May and December commencement ceremonies in coordination with all offices that account for different components of commencement. This position is responsible for managing day of ceremony logistics, all forms of internal and external communication, review of program policies, oversight of budgetary resources, working collaboratively with numerous off-campus partners and conducting assessment and evaluation of the ceremonies. The associate director designs and implements one of the most visible University events for campus and external constituencies. 

The associate director is a 12-month, full-time, exempt position that reports to the Director of Orientation and Family Engagement. As a member of Student Affairs, this position will uphold the values of collaboration, community and citizenship, diversity, equity and inclusion, professional practice and student-centered learning. The work of this position will intentionally align with strategic priorities to advance the mission and vision of Student Affairs which results in student learning and support for students to grow as global citizens.

This position is designated as an essential employee and may be required to report to work as scheduled when University offices are closed due to severe weather or other conditions.

Responsibilities
1.    Oversee all planning, coordination, implementation, and assessment of May and December commencement ceremonies for the university.
2.    Serve as primary contact for all inquiries concerning commencement. 
3.    Orchestrate the coordination of all commencement-related responsibilities with university offices including the President’s Office, Provost Office, College Deans, Registrar’s Office, Media Services, Student Accessibility Services, Facilities Rental, Public Information, and the University Bookstore.
4.    Maintain contracts with external vendors for commencement ceremony needs, including but not limited to décor, media and tech, venue rental, sign language interpreters, paramedics and hotels.
5.    Fiscally responsible for a $500,000 budget including but not limited to gathering invoices from external commencement vendors and submitting yearly budget requests.
6.    Oversee all forms of internal and external communication for university community members, students and guests that include print, website, email, and social media platforms.
7.    Author, revise and propose changes to the commencement policies. 
8.    Chair the Commencement Committee that meets monthly in the fall and spring semesters.
9.    Hosts a yearly post-ceremony review with members of senior administration.
10.    Final reviewer and approver of the ceremonial script.
11.    Final reviewer and approver of the commencement program.
12.    Work collaborative with the Faculty Marshal to recruit and train Assistant Marshals for each commencement ceremony.
13.    Recruit and provide training for all staff volunteers for each ceremony.
14.    Respond in an emergency capacity if there is an issue that impacts commencement.
15.    Review and make final decisions for exception requests submitted by students requesting to participate in a commencement ceremony outside of the semester they are completing their degree requirements.
16.    Collaborates with the Speech Center to recruit and select the student commencement speaker.
17.    Conduct assessment with guest and student experience as well as commencement committee members following each ceremony.
18.    Integrate strategic priorities of the Division of Students Affairs and the Office of Orientation and Family Engagement to guide their work.
19.    Assist with orientation and fall weekend programming at the discretion of the Director of Orientation and Family Engagement.
20.    Perform other duties as assigned as requested by the Director of Orientation and Family Engagement. 
21.    Contribute to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures and backgrounds.

Required Qualifications
•    Bachelor’s degree. 
•    3-5 years of professional experience in higher education, student affairs, event planning or related field.
•    Excellent written and verbal communication skills.
•    Ability to be highly detailed in the completion of tasks.
•    Strong ability to manage multiple tasks simultaneously with a commitment to high quality results, along with follow-through with responsibilities and communications in a timely manner.
•    Strong organizational skills, including effective time management and prioritization capabilities.
•    Ability to exercise good judgment and identify solutions.
•    Proficient with creating an event timeline that spans 3-6 months prior to each ceremony.
•    Experience with planning up to five years in advance to determine the changing needs of the university community.
•    Ability to work occasional evening and weekend hours for set-up and facilitation of the ceremony. 
•    Experience working with diverse populations. 
•    Knowledge of or the ability to learn quickly The University of Tampa software programs such as Workday and Microsoft Office.
•    Willingness to embrace new technologies and innovative organizational practices.
Preferred Qualifications
•    Master’s degree in higher education, student affairs, or related field.
•    Awareness and understanding of the transitional needs of students and their families.

Required Attachments

Please be sure to attach all required documents listed below in the attachment box at the bottom of the “My Experience” page of the application before continuing through the application.

1. Cover letter

2. Resume

Work Schedule

Monday-Friday, 8:30 a.m. to 5:00 p.m.

Summer:  Monday-Thursday, 8:00 a.m. to 5:30 p.m.

Occasional evenings and weekends required.

The University of Tampa offers great benefits to include:
•    FREE Tuition
•    Generous paid leave
•    Wellness initiatives
•    100% Employer-Funded Health Reimbursement Account
•    100% Employer-Paid Short & Long Term Disability Insurance
•    100% Employer-Funded Employee Assistance Program
•    Discounted On-Campus Dining Meal Plans
•    FREE On-Campus Parking
•    FREE Access to Campus Amenities (pool, library, campus events and more)
•    Fitness Center 
•    Pet Insurance
•    Flexible Spending Accounts
•    And more!
 

The University of Tampa is an Affirmative Action/Equal Opportunity Employer.  The University seeks candidates with diverse backgrounds to facilitate intercultural awareness and understanding.

Submission Guidelines

To receive full consideration for employment with The University of Tampa, please be sure to submit/upload required documents for this position at time of application submission.  Required documents should be submitted in the attachment box at the bottom of the “My Experience” page of the application before continuing through the application.

Background Check Requirements

Finalists may be required to submit to a criminal background check. Some positions may also require a motor vehicle report and/or a credit report.

Additional Information

This description is intended to be generic in nature. It is not to determine specific duties and responsibilities for any particular position. Essential functions and overtime eligibility may vary based on the specific task assigned to the position.