Job Standard for Director, Event Services

View in Google Docs/Download

Employee Name:

Employee ID:

Employee PCN:

How to use this Job Standard:

1. The Purpose, Scope, Qualifications and Job Functions are specific to this job title and can not be edited.
2. Click “View in Google Docs/Download” and download to Word.
3. Under Essential Functions you may add an additional 35%, specific to your department needs.
4. Complete this standard before creating the job announcement and posting the position.
5. This standard will be used as the new Job Description for the prospective employee.
6. After hire is complete, insert Employee Name and PCN#

Director, Event Services Overview

• Work Type: Professional
• Job Code: 75875
• Pay Grade: P11
• FLSA Status: Exempt
• Career Level: Director
• Family: Student Services
• Function: Student Activities & Services

Purpose

Director, Events Services, develops and executes consistent operations and logistics for university events through many partners and facilities across campus.  This includes managing the client processes and event experience throughout campus.  The position will lead events that advance the campus experience for the campus community and guests,  the Boise State brand, donor involvement, cultivation, and stewardship. Responsible for directing marketing, communication, scheduling, and logistics in partnership with all stakeholders on the rental of facilities.

Level Scope

Oversees through subordinate Managers a large, complex organization with multiple functional disciplines/occupations, OR manages a program, regardless of size, that has critical impact upon the campus. Significant responsibility for formulating and administering policies and programs, manages significant human, financial, and physical resources, and functions with a very high degree of autonomy. Frequently influences business decisions made by senior leadership. Oversees through subordinate Managers the accountability and stewardship of campus resources and the development of systems and procedures to protect organizational assets. Negotiates and influences others to understand and accept new concepts, practices and approaches. Reports to an Associate Vice President, Vice President, or Dean.

Minimum Qualifications

Bachelor’s Degree or equivalent plus 8 years experience including 5 years managerial

Knowledge, Skills, and Abilities

• Ability to develop a strategic plan to build and implement a university-wide events department, from best industry practices, and ongoing analysis.
• Strong knowledge of and ability to create, update and apply university space policies, event guidelines, risk management policies, contracts and agreements, and standard operating procedures
• Ability to navigate, respond and thrive in complex organizational structures and political environments in a collaborative and solution-driven manner.
• Applied knowledge of event scheduling methods, confirmation and contracting documents, event planning, and on-site event management.
• Exceptional knowledge of supervisory practices and policies and demonstrated ability to manage, supervise and lead a mission-driven team to achieve organizational goals.
• Strong ability to make quick, rational decisions that balance the needs of the university and clients to ensure successful business operations.
• Create and apply knowledge of marketing strategies and trends, with the ability to develop actionable and measurable marketing plans to support business goals, in collaboration with other departments.
• Advanced ability to develop and sustain professional relationships, apply empathy, and manage expectations with a variety of individuals from diverse backgrounds.
• Advanced command of English, computer, and digital literacy to work as a high-level customer service representative for event patrons within a complex database-style software.

Essential Functions

Key Responsibilities

60% of Time the Director, Event Services must:

• Create, develop and implement a campus-wide University Event Services department through a professional event coordination team to include stakeholders across campus.
• Builds the correct staffing model to support all oversight responsibilities of a one-stop-shop event management department.   Hires, schedules, trains, and evaluates department employees.
• Co-Chairs University Events Committee to collaborate regularly to improve communications and understanding between service teams, enhance the guest experience within event facilities, and ensure accuracy of rental equipment inventory and human resources
• Designs the client intake and allocation process to strategically pace and distribute event requests, clients, and coordination of spaces. Improve the guest experience; implementing recommendations on the processes and trainings
• Leads campus event coordinators in conducting an annual market research project, generating a report of market conditions and recommendations for changes to existing rate structures and fee schedules for event services and space rentals.
• Resolves scheduling conflicts between user groups including state agencies, non-profit organizations, educational associations, student organizations, university departments, and secondary groups associated with university departments.
• Develops and maintains expert-level knowledge of event and space management scheduling software. Maintains scheduling database and works with event coordinators to communicate schedule /facility changes to appropriate parties.
• Manages assessment of client satisfaction with event outcomes as a result of the one-stop-shop model of event services, to include facilities, audiovisual equipment, and labor, catering services, service styles, transportation and parking, security, etc.
• Design and implement marketing strategies to increase client utilization of the online event request process in collaboration with stakeholders. Builds and executes University Event Services marketing plan in partnership with departments across campus, employing print, web, electronic, video, and event-based marketing tactics.

35% of Time the Director, Event Services

Determined by department needs

5% of Time the Director, Event Services

Perform other duties as assigned

Work Environment and Physical Demands

Some positions may involve frequent bending, moving, lifting, and carrying material weighing up to 50 pounds; some positions may involve moving, lifting, and carrying material weighing up to 70 pounds; standing up to eight hours each day; working in all weather conditions; exposure to high noise levels and requiring wearing hearing protection.

Travel Requirement

Not applicable for Director, Event Services

Career Path

Additional training/education or equivalent experience, as well as business need, are required for movement into higher level jobs.

Disclaimer

Incumbents must perform the essential duties and responsibilities with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work.  Final employment offers are  contingent upon a Final Candidate’s successful completion of a Background Verification, and a determination by the University that the information derived from the Background Verification does not disqualify the individual.  In addition, a Financial History Check and Motor Vehicle Record (MVR) Check may be required.