Associate Director, University Events

Working Title: Associate Director, University Events

State Role Title: Public Relations and Marketing Specialist IV

Position Type: Full-time Staff (Classified)

Position Status: Full-Time

College/Division: University Events

Department: 100185 - University Events

Pay Rate: Maximum Starting

Specify Range or Amount: $65,000

Is this a JMU only position? No

Is this a grant-funded position? No

Is this a Conflict of Interest designated position? No

Beginning Review Date: 08/16/2024

About JMU:

James Madison University is a publicly funded university with a beautiful campus and a supportive community that is committed to preparing students for the future. The university offers excellent comprehensive benefits which include paid vacation, sick, parental, and community service leave in addition to 19 paid holidays a year; affordable health insurance; retirement through the Virginia Retirement System. We also offer a work-life balance and integration program, Balanced Dukes, that is designed to support the overall wellbeing of our employees and a Tuition Waiver Program that allows employees to have tuition waived for undergraduate and graduate level courses taken at JMU.

Visit our Prospective Employee site to learn more about what makes JMU a great place to work: bit.ly/JMUEmployment

General Information:

Join our University Events team as the Associate Director. The Associate Director fills a critical leadership role in the day-to-day operations of the University Events Office, including financial and IT oversight, management of the Intern program, and the planning and implementation of multiple, high-profile events on campus. These activities include providing support to various departments, colleges, and programs, including the Office of the President, Provost, Vice President for Enrollment Management, and Athletics.

Among the key events are Commencement, university-wide events and celebrations and awards, President's football game hospitality suite, and other events throughout the year.

Departmental Values:

1. Demonstrate commitment to customer service, which implies responsiveness to consumers and maintaining confidentiality.
2. Demonstrate effective team and interpersonal skills such as friendliness, professionalism, cooperation, and diligence to assigned tasks.
3. Demonstrate effective and ethical stewardship.
4. Perform additional tasks in keeping with their position as needed.
5. Anticipate future needs and take the initiative to suggest/implement new ideas, new policies and procedures.

Duties and Responsibilities:

• For assigned events, responsible for all aspects of event planning, including invitation design and mailings, logistical elements, menu planning, decor design, entertainment, and day of event management. Events include those hosted by the University President to meet consistently high standards of protocol and detailed logistics. Other events include annual awards and celebrations for faculty and staff, and groundbreakings/dedication ceremonies.
• The position is critical and integral to the execution of Commencement assisting in the development and management of logistics for running more than 10 Commencement ceremonies each school year.The Associate Director is the second point of contact in the office and speaks on the Director's behalf in their absence. This may include facilitating commencement meetings with external and internal constituents.
• Collaborates with Aramark Catering, audio/visual companies, florists, as well as University administrators/staff, alumni, donors, and constituents.
• Managing the UE departmental budgets and reconciles spending, departmental purchasing, and accounts payable, data management and oversight.
• Oversees and manages the UE intern program. Oversees intern tasks and departmental needs. Responsible for scheduling and recruitment, while following the university's student employment guidelines.
• Create, implement, and manage the University Events and Commencement websites that provide extensive and valuable information, forms, tools, and resources to be used by the various JMU departments for event planning purposes.
  Responsible for all social media content development and updates via the "JMU Grad" App and in conjunction with JMU's Communication department. Associate Director will manage the contract and communication with the App developer.
• Lead manager of senior events annually with the leaders of the SGA senior class council, and other partnering departments. Serves as the lead communicator to the Catering department on behalf of the senior events committee. Plans and manages the Commencement Expo twice a year and is the lead for all senior events.
• Partners with the Director in the management of the Presidential Hospitality Suite during home football games. Collaborates with the Director to propose new ideas and processes for the suite. Additionally, collaborates with the Catering department for menu development. Associate Director is required to work half of the games a season.

Qualifications:

Required:

• Strong knowledge of and experience in events planning and implementation
• Advanced knowledge and understanding of budget maintenance and management.
• Knowledge of website design and management and the ability to prepare effective and attractive web pages.
• Knowledge of public relations and communications principles, etiquette, and protocol
• Ability to work with Apple computer and Microsoft Office operating systems and a variety of software packages, including Word and Excel.

Preferred:

• Knowledge of higher education and state protocols.
• Broad knowledge of event menu planning and event decor.

Conditions of Employment:

Employment is contingent upon the successful completion of a criminal background check.

E-Verify Notice: After accepting employment, new hires are required to complete an I-9 form and present documentation of their identity and eligibility to work in the United States. James Madison University uses the E-Verify system to confirm identity and work authorization.

EEO Statement:

James Madison University is committed to creating and supporting a diverse and inclusive work and educational community that is free of all forms of discrimination. This institution does not tolerate discrimination or harassment on the basis of age, color, disability, gender identity or expression, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status.

We promote access, inclusion and diversity for all students, faculty, staff, constituents and programs, believing that these qualities are foundational components of an outstanding education in keeping with our mission. The university is interested in candidates whose experience and qualifications support an ongoing commitment to this core quality.

Anyone having questions concerning discrimination should contact the Office for Equal Opportunity: (540) 568-6991.

Reasonable Accommodation:

If you are an individual with a disability and need assistance searching or applying for jobs please contact us at (540) 568-3597 or jobs@jmu.edu. You may also visit the JMU Human Resource Office, located at 752 Ott Street, Harrisonburg, VA 22807 and we will be happy to assist you.