Assistant Director, Event Services

About Drexel

Drexel is a comprehensive global research university ranked among the top 100 in the nation. With over 24,000 students, Drexel is one of America's 15 largest private universities. Drexel is one of Philadelphia's top 10 private employers, and a major engine for economic development in the region. Drexel has committed to being the nation’s most civically engaged university, with community partnerships integrated into every aspect of service and academics.

Job Summary

The Assistant Director guarantees accurate reservation and reliable scheduling of services for various departmental, co- sponsored, external and student organizations requests. The role involves coordination of space and services needed to support meetings, workshops, conferences and overnight visits to campus. The position serves as the main liaison to partnership offices such as Student Centers and Engagement, Communications and Marketing Team and Campus large-scale programming. The Assistant Director works with the Director to support the day-to-day operations of the Event Services Office.

Essential Functions

• Manage the daily operations of the office. Hire, supervise and train the Event Services Coordinator Staff. Work with Event Services Coordinator Staff to hire and train student workers. Assist department staff with daily problem solving by providing efficient and effective administrative support. Create summary reports for the Event Services Leadership team to assist in assessing demands on staff during defined peak times of the calendar year.
• Assist the Director with gathering customer feedback related to events, meetings and conferences on the University City campus; Work with the Director to update and create business processes and gain efficiencies and develop innovative solutions to enhance the reputation of the department and manage customer expectations. Make recommendations to Event Services Leadership team for increasing department efficiencies.
• Coordinate events and conferences by processing reservation requests and arranging space and service needs. Works closely with campus partners including academic departments, university facility managers, catering, housing, public safety, residential living and other departments as needed. Obtaining quotes from vendors for goods and services necessary to support events and conferences on the University City campus.
• Prepare event contracts and agreements, maintains communication with event planners before, during and after event. Work with Risk Management on contract execution to enforce policy and university guidelines Maintains absolute confidentiality of specified materials.
• Serve as a subject-matter expert for the various software systems used to support office operations, including Event Management Software (EMS) and Social Tables. Works with the Director to train the Event Services team and campus partners on the use of the systems
• Co-chair weekly event meetings. Assess quarterly and recommend process improvement.
• Attend and participate in meetings and projects and act on behalf of Director of Event Services as directed. Assist the Event Services Leadership team in coordinating department goals retreat and annual goals evaluation report.
• Participate in department on-call rotation. Assist the Event Services Leadership Team with setting expectations with University Facilities related to the daily event schedule on the university city campus; follow up with University Facilities to resolve custodial, maintenance, and event related issues or problems.

Required Qualifications

• Bachelor's Degree
• At least 2 years of related experience

Location

University City, Philadelphia, PA

Additional Information

This position is classified as Exempt with a salary grade of J. For more information regarding Drexel’s Professional Staff salary structure, https://drexel.edu/hr/career/ducomp/salstructure/

Special Instructions to the Applicant

Please make sure you upload your CV/resume and cover letter when submitting your application.

Review of applicants will begin once a suitable candidate pool is identified.

Advertised:Apr 11 2022 Eastern Daylight Time
Applications close:May 11 2022 Eastern Daylight Time