Assistant Director of University Events

POSITION OBJECTIVE

The assistant director of university events is responsible for executing centralized alumni, donor and university events and programs that communicate and celebrate Case Western Reserve University's achievements, priorities, and impact of philanthropy. The assistant director provides direction and support for special event functions, which include campus service management, budget/invoice coordination, meeting management, list management and daily office operations. Work involves contributing to the larger department's programming and independent judgments and decisions to execute events.

This position, which reports to the director of university events, involves regular and extensive interaction with university administration, donors, trustees, community leaders, faculty, staff, students, and alumni of CWRU. This position has extensive contact with external vendors to schedule and provide services needed to implement successful events.

• Manage donor, staff, faculty, and student campus events and programs hosted by the president and/or provost, in collaboration with various university departments and external clients to ensure seamless execution. This includes management for events hosted at Toby's Plaza and on occasion at the president's residence, Harcourt House. Provide thorough event briefs to the department leadership and other university administration as necessary.
  
  Assist director with the creation of itineraries for high-level and VIP visitors to campus. Provide recommendations for list management, seating strategy, agenda, menu planning, etc. Manage budget account(s) assigned to the Office of Donor Relations and Events and other departments for events supported by the department. Maintain accurate records of event expenditures, pay bills in a timely manner, and provide final accounting for all event expenses.
  
  Assigned events include celebrations, receptions, luncheons, award ceremonies, Board of Trustees meetings/dinners, presidential dinners, holiday open house, etc. Interact extensively with trustees, donors, staff, and alumni to develop ideas and initiate collaborative recognition activities. Manage event follow-up including sending thank you notes, recognition items, photographs, and keepsakes as appropriate. Create and implement proposals for alumni and donor follow up and communication on behalf of the president.
  
  (60%)
• Collaborate with the assistant vice president of donor relations and events and director of university events to prioritize office's event strategies. Assist the assistant vice president in planning diverse and complex alumni, donor and university events and programs hosted by the president, provost, senior vice president for university relations and development, and other constituent groups. Under direction of the assistant vice president, manage the involvement of schools/college and other departments for campus wide events.
  
  (15%)
• Participate on committees and working groups as needed to represent the interests of the assistant vice president of donor relations and events as they relate to events and protocol. (10%)
• Develop, refine, and oversee space utilization policies for Toby's Plaza for all internal, external, and MOCA programming requests. Provide oversight and on-site management for all internal and external events scheduled on Toby's Plaza. Develop and maintain scheduling system for the Uptown space called Toby's Plaza at Case Western Reserve University. Facilitate and respond to inquiries for space reservations by internal and external groups and capture MOCA
  ¿ s programming requests. Provide guidance to MOCA for all MOCA programming events scheduled on Toby's Plaza. (10%)

• Collaborate with and assist the assistant vice president of donor relations and events with the planning and execution of all programs and events as needed on or off campus to ensure seamless execution. (5%)
• Perform other duties as assigned. (