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Assistant Director of University Events and Engagement

Job Details

Position Details

Position Information

Position Title
Assistant Director of University Events and Engagement
Job Description

As part of a diverse community of faculty and staff who represent many faith systems and worldviews, Marian University seeks qualified applicants for the position of Assistant Director of University Events and Engagement. Reporting to the Executive Director of University Events and Engagement, the Assistant Director of University Events and Engagement will promote Marian University’s mission by supporting the daily administrative duties required for the planning and execution of campus sponsored and external client events.

Essential Duties and Responsibilities :
  • Actively engage the Catholic Franciscan mission and identity of Marian University by modeling the Franciscan Sponsorship Values and honoring the legacy of the founding congregation through transformative education, unity in diversity, leadership through service, integrating faith and life, and institutional policies.
  • Reserve space, input, and update event details into Event Management System ( EMS ) in support of EDEE and Room Reservations for meetings and events on campus, with particular focus on groups and events in Allison Mansion.
  • Provide full support for external client events including but not limited to creating contracts and invoices, tracking payments, security deposits, and insurance coverage in EMS, communicating set up needs to internal operations teams and updating changes.
  • Serve as or schedule host and personnel ( MUPD, Housekeeping, IT tech) as needed for external events on campus. Communicate client needs, event information and expectations to staff. Process payroll and any personnel’s details as necessary.
  • Assist business office with monthly reconciliations of payments and deposits from external groups to ensure proper allocation of revenue for Events and Engagement.
  • Collaborate with campus coordinators of summer programs to ensure all university procedures and processes are being followed, and to confirm daily agendas, housing updates, and dining needs for each group. Serve as point of contact for groups during their time on campus.

Serve as manager for the Allison Mansion:
  • During work day hours: greet President’s guests and daily traffic, and field incoming calls (occasionally covering for the President’s Office).
  • Monitor and submit maintenance & housekeeping needs for Allison Mansion, submitting work orders for repairs and/or communicating major issues with Campus Operations or appropriate party.
  • Post/ share weekly schedule of campus events with Allison mansion staff, MUPD, and other departments as needed.
  • Ensure that mansion rooms are clean, appropriately set, and in good condition for all mansion events and equally during down times.

Provide event support to EDEE :
  • Promote university events and volunteer opportunities through social media outlets in collaboration with the university social media manager.
  • Coordinate and communicate volunteer assignments and event timelines to internal and external volunteers for major university events as requested by the EDEE .
  • Provide administrative support for Board of Visitor ( BOV ) engagement opportunities and communications.
  • Regularly update university event documents, policies, and webpages as needed with pricing and personnel changes, new photos, new facilities, etc
  • Perform basic marketing efforts to promote campus facilities rentals to external groups, focusing on existing channels of university communications and social media. Target past clients as well as university alumni.
  • Serve as university ambassador and consultant for internal groups hosting large conferences or events by providing event planning guidelines and tools in order to maintain university event standards and quality.
  • Conduct guest surveys and follow ups with external clients and summer conferences to confirm guest satisfactions and to identify areas of opportunity.
  • Mentor and guide student interns, provide weekly work assignments, and schedule weekly check-in opportunities for them.
  • Other duties as assigned.

Required Qualifications

Required Qualifications:
  • Knowledge of and commitment to the mission of Marian University.
  • A Bachelor’s degree from a four-year college or university.
  • Degree and/or experience in event management, catering, or hospitality preferred.
  • Ability to multitask with prioritization, to work independently, and to problem-solve.
  • Desire and ability to develop collaboration with internal departments and teams who are hosting and planning events.
  • Demonstrated superior customer service and interpersonal skills.
  • Adhere to department budgets and serve as good steward of university resources.
  • Strong communication skills in order to work effectively with students, faculty, and staff/operations, administrators and to represent the university to external clients.
  • Computer skills in Microsoft Office.
  • Knowledge of current social media trends
Review of applications will begin immediately and continue until filled. Applications require a cover letter, a current resume, contact information for three professional references, and responses to the supplemental mission questions.
Marian University is an Equal Opportunity Employer. All individuals, including minorities, women, individuals with disabilities, and veterans are encouraged to apply.
Preferred Qualifications

Please Review Marian University’s Mission & Identity Statement before responding to the supplementary questions on your application:

https://www.marian.edu/faith
Physical Demands

Posting Detail Information

Posting Number
P332S
Open Date

Close Date

Open Until Filled

Special Instructions to Applicants

Advertising Summary

Quick Link for Internal Postings
https://marian.peopleadmin.com/postings/2382

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. How do you think Marian University’s mission, as well as the Catholic Franciscan identity, will support your work as a professor/administrator?

    (Open Ended Question)

  2. How will the work you do in your role at Marian University be different in light of the mission and identity of the University?

    (Open Ended Question)

  3. How will you promote the success of those from marginalized groups?

    (Open Ended Question)

  4. In what ways will your work promote and support transformational leaders that are trustworthy, healthy, skilled and inquisitive?

    (Open Ended Question)

Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents

Company

Marian University

At Marian University, our vision is to provide an education distinguished in its ability to prepare transformative leaders for service to the world. Our mission is to be a great Catholic university dedicated to achieving excellence in learning, which is achieved through teaching, research, and scholarly activities in the Franciscan and liberal arts tradition. We welcome students of all faiths who seek an educational experience framed within the context of our Franciscan values of dignity of the individualpeace and justicereconciliation, and responsible stewardship. Our understanding of these values is informed by reflection on the life of Jesus Christ and prayer.

The institution grew out of the dedication and vision of Sister Theresa Hackelmeier and the Sisters of St. Francis, Oldenburg, who established a school in Oldenburg, Indiana, in 1851. The college was founded in Oldenburg in 1936 and moved to Indianapolis in 1937. On July 1, 2009, Marian College became Marian University.

Marian University is proud to be a higher education institution just ten minutes away from downtown Indianapolis. Here, you’ll not only get to benefit from the exceptional employment and internship opportunities the city has to offer but also its diverse culture and lively personality. From cool cultural districts with unique entertainment, shopping, and dining options to outdoor festivals, professional and amateur sports events, hiking and biking trails, and more, Marian University is conveniently located in the heart of it all. Whether it’s walking around Monument Circle, floating down the canal in a paddleboat, visiting the various historical sites and museums, or dining on Mass Ave, you’ll quickly find your favorite local hangouts and love this city just as much as we do.

Marian University Indy

 

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