Director of University Events and Commencement Officer

Position Details

Position Information

Position Type
Administrative Appointment

Classification Title
Director

Position's Functional Title
Director of University Events and Commencement Officer

Position Start Date

Position End Date (if temporary)

Position Summary

Governors State University invites experienced candadiate to apply for the position of Director of University Events and Commencement Officer who serves as a strategic and mission-driven leader who assists with a wide range of administrative and logistical tasks. The individual in this role works in collaboration with university leadership, other key stakeholders, and staff to develop a comprehensive approach for the budgeting, scheduling, planning, marketing, and execution of prominent institutional events designed to amass maximum exposure and support for the university’s mission, goals, and priorities. This position provides event leadership, professional expertise, and direction, ensuring that all events advance the university’s brand, organizational objectives, and development strategies. In this position the Director will provide training, education, and guidance to empower various individuals and departments university-wide with value-added planning and execution skills to help maximize the goals and outcomes of respective events. The Director of University Events and Commencement Officer’s portfolio may include presidential, advancement, college and community-related events varying in size and complexity. A key priority is ensuring a stellar graduate and commencement experience through essential behind-the-scenes planning and onsite production. This Director will lead in developing a viable volunteer recruitment program for the university. The focus of the position is on cultivating and enhancing meaningful relationships with targeted, high-level audiences, including prospective donors, corporations, foundations, key businesses and community leaders, administrators, faculty, students, and other influencers.

Essential Responsibilities
35% Commencement Management
• Serve as the key point person for commencement related events, activities, and programs, which include but are not limited to budget and logistics preparation, marketing, coordination of the commencement and doctoral hooding programs, along with e-communication, website updates, and other related duties.
• Oversee the establishment and coordination of commencement schedules dates/times, venue, events and activities.
• Delegate, when necessary, to enable University Event Office staff, university faculty, staff and students to work together, building autonomy, trust, and inclusivity, allowing for improved decision-making and workflow.
• Consult and communicate regularly with the Commencement Planning Committee, the President’s Office, Provost Office, Registrar Office, Marshal Coordination Team, Center for Student Engagement and lntercultural Programs, college deans and chairs and various other departments regarding the planning, development and approval of protocol and procedures related to graduation and commencement.
• Facilitate efforts for the Commencement Faculty Advisory Committee and Marshals as appropriate.
• Lead the planning and coordination of doctoral hooding ceremony and reception, honorary degree recipient reception and dinner, and other commencement related events or activities.
• Work to establish and maintain relationships with approximately 30 vendors while ensuring vendor obligations and commitments are met. Oversee the coordination, and processing of all quotes, requisitions, invoices, payments, with the Purchasing and Accounts Payable Offices in a timely manner.
• The incumbent serves as the liaison between the University and the public. Critical use of independent judgment and discretion to trouble shoot problems and inquiries is imperative.

30% Management of Event Vision, Development and Execution
• Exhibit leadership and participation in various aspects of event production from conceptualization through execution, working with and guiding the events teams and colleagues through successful interpretation of brand strategy in live experiences. Event portfolio may include events such as: Board of Trustees and President’s Holiday Party/Reception, Nathan Manilow Sculpture Park’s “Sculpture, Wine and Dine”, Presidential Installation, Employee Recognition Program and Luncheon, Center for Performing Arts Anniversary and donor events, anniversary celebrations, convocation, ribbon cuttings, dedications, athletic recognitions, symposiums, conferences, legislative events, etc. These events have a broad reach across multiple university constituencies, including students, alumni, friends, donors, businesses, etc.
• Serve as advisor to and partner with staff, faculty, and students to provide training, education and guidance that will empower them with the proper skills and resources available to maximize time and efforts as well as ensure event programming, targeted audience goals and objectives align with the mission of the university.
• Develop appropriate committees to organize and plan details.

20% Supervision of Space Management and Scheduling
• Supervise University Events Office staff, the management of scheduling, and use of university facilities in relation to academic and non-academic usage in accordance with established policies and practices. Promote and market services to the campus community with attention to co-curricular and extra-curricular activities targeted toward students – all in cooperation with other university offices and divisions.
• Direct effective and timely follow-up for events as deemed appropriate.
• Guide the development of policies, protocols, and guidelines related to the use of campus facilities. Ensure that a balanced approach is taken to make the best use of campus facilities and resources.
• Works closely with the Office of Finance, Facilities, Development and Management, and the Department of Public Safety to ensure all events being planned and scheduled comply with all university policies and procedures.
• Participate in regularly scheduled meetings for the Provost and Deans Council, Academic Council, Facilities Advisory Board, Emergency Response Team, etc. as deemed appropriate. Serve on various program planning committees to provide appropriate event planning guidance and assistance.

15% Perform other duties as assigned.

Salary Range
$75,000 – $95,000 / year

Set amongst 750 acres of prairie, GSU is located 40 miles south of Chicago and its proud to offer the lowest tuition of any four-year, public university in Illinois. The university faculty, administration and staff are committed to providing a quality education, embracing diversity an serving students with excellence.



Minimum Qualifications

• Bachelor’s degree
• Five (5) to seven (7) years of event management or related experience that includes three and half (3.5) years of supervising event planners.
• Extensive experience with special events and programs that require complex, sophisticated build out and production.
Note: equivalent combination of education and experience from which comparable knowledge and skills have been acquired may substitute for degree.

Competencies
• Demonstrate knowledge and good judgment in matters of university’s mission, strategic plan, character, policy, and procedures.
• Proven leadership ability in management and execution of high-profile special events.
• Complete clerical functions, research, reports, and documentation as requested.
• Assist with questions and challenges courteously and promptly.
• Ability to represent and conduct university business and on and off campus with professionalism poise, tact and finesse.
• Excellent organization, written and oral skills.
• Self-starter.
• Ability to conceptualize and visualize an event from beginning to end.

Preferred Qualifications

• Three (3) to five (5) years of commencement management experience.
• Three (3) years of supervisory experience.
• CollegeNet 25Live knowledge and experience.

Posting Date
04/18/2023

Closing Date

Open Until Filled
Yes

Posting Number
AP0324P

Type of Search
External

Quicklink for Posting
https://employment.govst.edu/postings/8495

Employee ID

Department

Special Instructions to Applicants

To receive full consideration, applicants should submit a resume, cover letter, unofficial transcripts, and a list of professional references. References will only be contacted prior to final interviews.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Required Documents
Required Documents

1. Resume
2. Cover Letter
3. List of Three Professional References
4. Transcripts

Optional Documents

1. Letter of Recommendation
2. Other
3. Other2
4. Other3