Director of University Events

General Summary: 

The Director of University Events will manage all chancellor-hosted and other campus-wide events and provide guidance and support for events related to the Office of the Chancellor as well as campus-wide. The incumbent will plan, promote, execute, and evaluate events planned by the office, and works collaboratively with university offices and external constituents when applicable to ensure all events meet university standards. The Director acts as liaison to the UMass System Office and Board of Trustees and works directly with the campus leadership in assigned matters.

Examples of Duties: 

• Responsible for planning, designing, organizing, implementing, and directing assigned campus-wide events, including but not limited to Commencement, Convocation, Investiture, Distinguished Faculty Lectures, and building-related events such as groundbreakings, openings and dedications.
• Design and implement campus, University and external community events celebrating significant accomplishments – such as the appointment of new administration, certain faculty/staff recognition events and the Robert H. Quinn Annual Community Breakfast.
• Act as a consultant to senior administration, department leadership and other personnel for unique events, including development of audience and speaking program, recommend catering ideas/selections, create and assist with staffing plans, assist with the development and tracking of surveys to measure event success.
• Responsible for the production of all commencement-related events such as 100 Days, Grad Fair, and honorary degree events, coordinate schedules to maintain the protocols and ceremonial richness of the commencement proceedings, make necessary adjustments to accommodate needs of a particular year.
• Oversee the supervision of commencement committee members and all event staff, which includes work allocation, training, promotion, enforcement of internal procedures and controls and problem resolution, motivate employees to achieve peak productivity and performance.
• Plan and manage all event logistics, including securing a venue, transportation, security, ADA, catering, audio/visual, rentals, invitation lists, tracking RSVPs, program creation and event communication. Provide weekly status updates of event timelines and progress to management and event briefings to Chancellor where applicable.
• Visibly lead all events and provide hands-on management during the set ups and run up to all events, provide on-site coordination including problem-solving, decision-making, and interaction with assigned staff and vendors.
• Collaborate with the Division of Marketing and Engagement to create and manage all email and print marketing campaigns for university wide events, collaborate with campus communications staff to produce printed program materials, including invitations, programs, and posters/fliers; create and manage lists for email campaigns, create and maintain event web pages, draft all post-event communication for chancellor’s review and produce corresponding photos to be delivered promptly after the event.

• Manage student-facing electronic platforms for commencement ceremonies, ensure department OneDrive is up to date with all relevant event information for record keeping, lists, and files to include historical records of honorary degree and chancellor’s medal recipients, JFK Awardees, and Distinguished Faculty.
• Represent the Office of University Events and Ceremonies at campus meetings and external functions, upon request.

Budget, finance, and personnel management

Manage a departmental budget of more than $800,000 and ensure prudent spending of university funds. Work collaboratively with the OBFP to produce needed reports and submit annual budget and labor planning files;

• Research vendors and create requests for proposals. Work with approved vendors and UPST on processing and implementing all contracts including submitting competitive bids, no bid justifications, scope of work, or other appropriate forms;
• Manage and oversee all departmental spending. Review and approve requisitions as needed, process purchase orders and invoices, produce journal entries, submit event invoices and reimbursements for vendors to meet required deadlines, ensure judicious spending and balanced budget;
• Manage personal and departmental US Bank card for event-related activities, manage inventory for event and office supplies, review monthly credit card statements and ensure all documentation associated with expenses are collected and filed, research discrepancies when necessary, create and maintain activity on BuyWays;
• Manage the hiring and processing of full time and student personnel through PageUp and Student Employment, maintain annual evaluations for all full-time staff, create all ePAFs;
• Perform other duties as assigned.

Qualifications: 

Bachelor’s Degree and seven to ten years of envisioning, planning and coordinating large and small events, meetings, and related projects, preferably in higher education, required. Knowledge of budget management, procurement policies and procedures, and related software platforms required. Ability to work flexible hours, including nights and weekends, required.

• Ability to manage multi-phase projects from inception to completion.
• Ability to build consensus among team members and manage multiple concurrent priorities.
• Ability to work independently, as well as complete projects by enlisting the cooperation of others.
• Strong attention to detail and creative problem-solving skills.
• Strong oral and written communication skills.
• Strong organizational skills.
• Strong problem solving skills.
• Strong attention to detail.
• Strong commitment to customer service.
• Proficiency in Microsoft Office Suite, specifically word, excel and power point.
• Knowledge of and/or familiarity with university policies concerning the procurement of goods and/or services.

For Professional Unit Positions:

• Is this job required to be on-call? During Spring Semester.

D. Supervision Received:

The incumbent reports to the Assistant Vice Chancellor of Alumni Engagement

E. Supervision Exercised:

Supervise the Assistant Director of University Events and two students. May jointly supervise additional student employees and temporary workers.

Application Instructions: 

Please apply online with your resume, cover letter and list of three professional references.

Review of candidates will begin following the application closing date. 

Only Internal candidates in the Professional Staff Bargaining Unit will be considered during the first 10 business days of the posting.  All other candidates will be considered after that period. 

Salary Ranges for the appropriate Pay Grade can be found at the following link: 

Grade: 34              

Salary Ranges

This is an exempt union position.

All official salary offers must be approved by Human Resources.

UMass Boston requires all employees to be vaccinated against COVID-19 and to confirm proof of their vaccination status. Exemptions from the vaccine requirement will be permitted only for qualifying religious or medical reasons.