St. John's established in 1870, has three New York City campuses; a graduate center in Hauppauge, NY; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University's outstanding academics, diverse student body, dynamic internship and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John's University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.
A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John's is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. As noted in our Vision Statement, our graduates will excel in the competencies and values required for leadership and service in a rapidly evolving world.
Associate Director of University Events
The University Events office is a highly visible area responsible for planning and managing events for the Office of the President and the University. This position will work closely with the AVP and will coordinate and execute a variety of presidential events ranging in scale and objective. Events include but are not limited to commencements, convocations, formal dinners, receptions, dedications, meetings, etc. As part of the University Events team, the Associate Director will work with a diverse group of constituents and internal offices to create positive outcomes for all areas. In addition, the Associate Director will support the AVP and Selection Committee for the University's President's Society.
Work closely with the AVP on presidential events and provide updates on other responsibilities within the office to ensure on task.
Manage assigned events and event tasks included but not limited to:
Organize, initiate and/or attend planning meetings with AVP, external clients and committees as appropriate
Manage productivity and time to ensure tasks/results are achieved on time (pre and post event) with a high level of quality and accuracy
Prepare event documents according to office procedures, submit for approval as needed, distribute accordingly
Work with outside services, submit research and proposals, contracts and memos for approval as needed
Prepare electronic files with TBU files (with previous year's files), prepare event binders, file information appropriately in binders and in electronic files on a regular basis
Work with budget manager to prepare proposed budget expenses while staying within the allocated budget; provide updates to actual costs; collect all invoices from vendors and forward for payment and recording
Prepare draft seating documents for dinners, work with AVP or/and client to determine final seating and ensure seating is input into Access reservation system accurately; maintain master lists
Prepare content and review proofs of all printed communications from MarCom/client; check all information for accuracy
Prepare mailing databases; merge and mail out invitations on time and accurately
Review reservation databases; communicate event details and database fields needed, provide all necessary documents to reservation person including reservation forms and event summary sheets; review replies for accuracy prior to distribution on a regular basis; distribute reply lists to appropriate parties as outlined; maintain master lists
Ensure all event materials are packed and checked appropriately and accurately
Process post event mailings as needed, identify individuals in photos and distribute photos and awards to recipients after each event
Prepare final attendees list and statistics of attendance, as needed
Prepare post event summaries to include feedback from the office and others within a week of the event
Secure venue space for on campus events; process space requisition forms and confirm all space is booked for the events; manage incoming requests for releasing of space and forward to AVP for approval
Support AVP during event time, providing timely updates on event related matters, overseeing all other elements of the event, and acting as the lead event manager.
Serve as assistant coordinator of the President's Society with the day-to-day tasks associated with the Society including the preparation of all communications materials, recommendation letters, information sessions, meetings, dinners, scheduling assignments at events and providing transportation. Manage the Selection Process including the online application form, collection of applications, information session sign-up sheets, statistics, and meeting set ups.
Work with constituents and other University offices; develop professional working relationships to address and resolve issues relative to event tasks/responsibilities in a timely manner and with positive outcomes for both areas. Work with event team and other areas to evaluate the process and division of labor as deemed necessary; update task chart as changes are implemented, keeping the AVP apprised of changes and notifying team of changes as they are received.
Oversee the academic attire inventory for the office and stages. Perform regular checks to monitor inventory; maintain the inventory system and its procedures; ensure attire is current and up to date; make updates and changes as received; maintain master inventory list for events, loaning process and attire binder.
Oversee the University-wide event calendar and act as the liaison to the departments to ensure staff is training and using the Teamup calendar.
Support AVP with event planning tasks for other special high-level events as needed and support with any other projects. Act on behalf of the AVP and represent her at meetings/events when necessary.
Demonstrate leadership qualities
Effective written and verbal communication skills
Ability to resolve issues under pressure with grace, poise and speed; problem solve - especially during critical moments
Ability to manage multiple tasks and consistently meet tight deadlines while focused on details
Ability to effectively use technology-based systems for the purposes of invites, reservations, marketing.
Ability to work in an extremely fast-paced environment with changing workflow priorities, flexible; organizational skills
Excellent follow through and persistence, demonstrate accountability and take ownership for achieving results, show initiative and be resourceful
Demonstrate professionalism, good judgment and ability to negotiate
Ability to manage and motivate event team and diverse groups within the University and event industry
Demonstrate teamwork, support others in the office and be aware of the impact your work will have on the office
Strong interpersonal skills; ability to work effectively with a diverse group of constituencies in the University and event industry
Proficient in Microsoft Office (Word, Access, Excel, Power Point)
While performing the duties of this job, employee is required to stand, move about, and communicate. The employee must lift or move up to 20 lbs. and perform moderate physical activity for event preparations and set-ups.
Position Type/Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 4:30 p.m. This position regularly requires long hours and weekend work.
Local and tri-state day and overnight travel is required for off-site events, site visits, and event related errands and meetings.
Required Education and Experience:
Bachelor's degree and 5-7 years related experience or training within higher education preferred, or equivalent combination of education and experience.
Preferred Education and Experience:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
St. John's offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John's performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events.
Any offer of employment is subject to receipt by St. John's University of satisfactory references, verification of employment and education.
St. John's University is an Equal Opportunity Employer and encourages applications from women and minorities. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.
St. John's University is Catholic, Vincentian and Metropolitan. We are committed to attracting, motivating, and retaining a highly qualified and diverse workforce to support our mission of academic excellence and the pursuit of wisdom. Known for over 100 years of proud athletic tradition, our Big East excitement keeps Red Storm fans cheering. Ranked among America's top universities by The Princeton Review, St. John's University educates leaders for today's global society through quality academics, high-tech resources and an expanding international presence. With 1,500 Faculty and 1,400 Administrators/Staff, St. John's is a leading Catholic University in the Vincentian tradition, dedicated to making a positive difference in people's lives through active engagement in issues of energy and resource conservation, social justice and global citizenship. These values enhance the academic experience of more than 20,000 undergraduate and graduate students on three residential New York City campuses in Queens, Staten Island and Manhattan; a graduate center in Oakdale, NY; an international campus in Paris, France and Rome, Italy; and learning centers in other locations worldwide.