Director of Campus Events

Director of Campus Events
Department:  Campus Events
Date:  03/27/2020

POSITION VACANCY

Founded in 1813, Colby is one of America’s most selective colleges. Serving only undergraduates, Colby’s rigorous academic program is rooted in deep exploration of ideas and close interaction with world-class faculty scholars. Students pursue intellectual passions, choosing among 58 majors or developing their own. Independent and collaborative research, study abroad, and internships offer robust opportunities to prepare students for postgraduate success. Colby is home to a community of 2,000 dedicated and diverse students from around the globe. Its Maine location provides easy access to world-class research institutions and civic engagement experiences.

In a period of fast-paced progress, Colby is building on its strong foundation while remaining committed to excellence, to supporting students and faculty at the highest levels, and to the College’s deep liberal arts traditions. This new chapter includes the creation of innovative academic initiatives and partnerships, strengthening the connections between the liberal arts and the professional world, revitalizing downtown Waterville, and pursuing significant capital projects for performing arts and athletics. Colby invites applicants to apply for the position of:


DIRECTOR OF CAMPUS EVENTS

Office of Campus Events

Full-Time, Exempt, Salaried, Administrative Staff Appointment

The director of campus events reports to the vice president and dean of student advancement and is responsible for the execution of high-profile College events, including but not limited to Commencement and Convocation, the daily event operation of facilities use, scheduling, and the maintenance of the campus master calendar system (EMS). This position places an emphasis on customer service to meet the needs of faculty, staff, students, and campus visitors. Major duties include fiscal responsibility for College events, communication regarding facility use policies, and oversight of all academic year scheduled events. This position promotes the efficient planning and collaboration of both high profile and traditional events on campus, interfacing daily with service providers both on and off campus. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
  • Create, review, and maintain department vision, mission, and goals in support of the College's strategic plan 
  • Provide centralized event scheduling to the campus that will range from leading and executing all details of major events and/or partnering with departments and colleagues to ensure superb execution of expected outcomes 
  • Offer leadership, professional expertise, and direction in the planning and execution of high quality events on campus, including but not limited to College-wide special events such as commencement, campaign events, and presidential inaugurations 
  • Oversee the daily operation of the campus event management software (EMS) 
  • Develop and maintain accurate policy and procedures to include scheduling for each campus facility 
  • Supervise office, student, and event staff; ensure appropriate recruitment, training, and supervision of staff, including student employees 
  • Develop and maintain highly professional standards and procedures for production of events in keeping with the image and reputation of the College; serve as the central campus resource for matters of College event protocol and etiquette 
  • Maintain operational budgets for scheduling and facilities, Hill Family Guest House, events committee, holiday dinner dance and other campus-wide events as required  
  • Serve as a main contact for all daily event work order requests, working collaboratively through pre- and post- event production with key campus partners, including Office of the President, Office of the Registrar, Division of College Advancement, Facilities Services, Dining Services, Office of Media Resources, Office of Communications, Office of the Provost and Dean of Faculty, Department of Athletics, and Department of Security 
  • Serve as a liaison between the College and off-campus event planners (area high schools, local municipal offices, etc.) 
  • Direct and oversee weddings, funerals, memorial services, and other ceremonial events at the College 
  • Hire and manage vendor staff for events; coordinate travel, lodging, meals, and physical work schedules 
  • Effectively lead a diverse group working towards common goals and event success 
  • Manage the daily operation of the Hill Family Guest House, including scheduling, staffing, policies, conflict resolution, maintenance issues, purchasing, and security 
  • Analyze and prepare statistical reports related to the scheduling of events and services, and budget reports as requested 
  • Strive continually for more efficient and effective methods of service delivery 
  • Collaborate with internal risk managers to pre-approve campus event contract riders prior to sign off in order to safeguard the College's liability 
  • Prepare diagramming of event set-ups in collaboration with Facilities Services 
  • Manage fireworks displays: work with campus departments interested in fireworks and coordinate with on campus partners as well as fireworks company, fire marshal's office, and local officials as needed 
  • Oversee College rentals including tables, chairs, tents, and media equipment, as well as serve as the liaison with vendor representatives 
  • Initiate maintenance work requests as necessary for on campus facilities 
  • Attend events as required and provide on-site leadership and support 
  • Collaborate regularly with local downtown groups including the Mid-Maine Chamber of Commerce, Mayor’s Office, etc. 
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice
QUALIFICATIONS:
  • Bachelor’s degree or the equivalent in education and experience; master’s degree in a service/management related field preferred 
  • Five or more years of demonstrated, successful experience in event and conference management 
  • Experience with a college or university conference/event planning operation is highly desirable 
  • Talent to plan, direct, and evaluate a complex operation to accomplish long-term and short-term goals of the Office of Campus Events consistent with the College’s strategic direction 
  • Substantial and progressive responsibility in and knowledge of planning, production, and management of events of all sizes (small to large) and visibility (high profile to less-formal) for diverse and distinguished guests, with the ability to formulate creative ideas and to analyze, evaluate, and negotiate details reflective of a successful event 
  • Demonstrated project and time management skills, including the ability to manage details of multiple complex projects simultaneously, to set priorities and accurately reflect the relative importance of activities or job duties, and to effectively carry out event goals in a manner that enhances the image of the College 
  • Proven experience and ability to apply management principles, practices, and techniques to ensure the effective administration of the department and to ensure that College goals and priorities are met 
  • Fiscal and budget management knowledge and experience 
  • Leadership skills to provide vision, motivation, and guidance to faculty, staff, and student event planners 
  • Outstanding interpersonal and communication skills, both written and verbal 
  • Ability to problem solve, multi-task, and prioritize responsibilities 
  • Strong organizational skills and attention to detail 
  • Computer skills with ability to use EMS event management software as well as spreadsheets, desktop production, database systems, and web site maintenance 
  • Demonstrated data-driven analysis skills 
  • Knowledge of menu planning, event design, decoration, and production 
  • Experience with risk management, insurance, and contracts 
  • Aptitude to address complex issues in-the-moment utilizing a clear, thoughtful manner and to come to resolution quickly without jeopardizing the event or relationships with people involved 
  • Proven ability to listen carefully; to understand, respond, and problem-solve effectively; and to address concerns and interests of campus constituents, guests, vendors, and others as needed 
  • Able to work independently and as a member of a team, establish priorities, and work collaboratively as a member of a diverse community 
  • Willingness and ability to work outside normal working hours, including nights and weekends 
  • Valid driver’s license required and must meet the College’s Fleet Safety Policy requirements
KEY RELATIONSHIPS:

Reporting to the vice president and dean of student advancement, this position has significant interaction with senior administration, faculty, staff, students, visitors, and outside constituencies. The position also works regularly with other campus departments including Office of Media Resources, Facilities Services, and Dining Services.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary. Ability to move around campus and interact with many constituents regularly is crucial. Work outside of normal business hours and some out of State travel to provide event logistical support is required.
TO APPLY:

Interested candidates should apply electronically by clicking the "Apply Now" button on the Colby College website. Please submit a letter of interest including salary requirements, resume, and the contact information of three professional references. Materials should be addressed to:

Director of Campus Events - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855

 

If you experience difficulty uploading your documents, you may submit any .doc or .pdf materials to hr@colby.edu. Please do not submit duplicate materials.

 

To apply electronically send to hr@colby.edu. If you choose to apply electronically you do not need to send duplicate copies by U.S. Mail. If your electronic materials are unreadable we will notify you promptly.

Please see Colby's new Workday Jobs page to apply online.

 
A review of applications will begin immediately and will continue until the position is filled.
 
Colby is a private, coeducational liberal arts college that admits students and makes employment decisions on the basis of the individual's qualifications to contribute to Colby's educational objectives and institutional needs. Colby College does not discriminate in its educational programs or employment on the basis of race, color, gender, sexual orientation, gender identity, disability, religion, national origin, age, marital status, genetic information, or military or veteran’s status. Colby is an equal opportunity employer and operates in accordance with federal and state laws regarding non-discrimination. Colby complies with Title IX, which prohibits discrimination on the basis of sex in an institution’s education programs and activities. Questions regarding Title IX may be referred to Colby’s Title IX coordinator or to the federal Office of Civil Rights. We encourage inquiries from candidates who will contribute to the cultural and ethnic diversity of our college.

For more information about the College, please visit our web site: www.colby.edu.