Coordinator of Commencement and Events

Coordinator of Commencement and Events

The Coordinator of Commencement and Events performs highly responsible administrative work in the Office of the Vice Provost for Faculty Affairs. Responsibilities include leading the Commencement committee and coordinating, planning and providing support during all Commencement ceremonies. Responsibilities also include coordinating, planning, and providing support during events and activities related to Academic Affairs.

Work is performed under general supervision and performance is based upon completion of assignments and results obtained. The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies & Procedures.

Reports to:

Vice Provost for Faculty Affairs

Supervises:
Student workers

Essential Duties
- May include, but not limited to the following:

• Leads the Commencement Committee to develop and execute plans for Commencement exercises and provide run-of-show support during all Commencement ceremonies for graduates from all three campuses.
• Coordinates, plans, and provides support during events and activities hosted by Academic Affairs.
• Co-leads or participates in university event committees as needed on behalf of Academic Affairs.
• Serves as a liaison with the Faculty Commons Project Coordinator to support large-scale faculty events.
• Supervises student workers, oversees the hiring process, coordinates instruction, guidance and mentoring for student workers.

Additional Duties

• Assists the Vice Provost for Faculty Affairs with special projects as requested.
• Performs other duties as requested.

Education:

Bachelor's degree preferred. Additional job-related education may substitute for the required experience on a year-for-year basis.

Experience:

Preferred five years of progressively responsible event management experience.

Requirement:
Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position. This position is not eligible for remote work. Weekend and evening work required during Commencement ceremonies.

All employees share the responsibility of maintaining information security and privacy requirements within the university by adhering to Federal and State regulations, and TWU Policies & Procedures.

Knowledge, Skills, and Abilities
- The following are essential:

• Ability to demonstrate a high level of trust and respect for confidentiality.
• Skills in interpersonal communication in working with internal and external stakeholders.
• Ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment based on an understanding of organizational policies and activities.
• Ability to have exceptional attention to detail.
• Ability to establish and maintain effective work relationships with students, faculty, staff, and the public.
• Ability to communicate effectively orally, by phone, in person, and in writing.
• Ability to represent the office and university in a friendly, courteous, and professional manner.
• Knowledge of office practices and methods.
• Ability to delegate responsibilities and hold colleagues accountable, providing direct instruction or supervision as assigned.
• Ability to establish timelines and contingency plans.
• Ability to leverage technology to minimize errors and improve effectiveness of communication and organization.
• Ability to communicate effectively using social media.
• Ability to continually learn and grow according to the needs of the position.
• Ability to use a personal computer and other office equipment, including university related software and email.

Physical Demands include hearing, talking, walking, bending, stooping, pushing/pulling, and lifting up to 20 pounds. Night and weekend work is required during Commencement ceremonies. Travel to Dallas and Houston for Commencements, events, and planning meetings is required.

Work Environment:
All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. Work is normally performed in a typical interior work environment.

Safety: TWU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment. Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources and Risk Management within 24 hours of the incident.