Assistant Director, Commencement and Special Events
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Assistant Director, Commencement and Special Events
From Bridgewater State University’s inception in 1840 by Horace Mann as one of the first normal schools in America to the current day, BSU has worked to ensure that our students receive an accessible, affordable, and exceptional education. BSU aspires to be the leader in our mission class for closing equity gaps for Black/Cape Verdean, Latinx, Native American, Asian, and other students of color. BSU’s institutional values, the work of the President’s Special Task Force on Racial Justice, and leadership of the Leading for Change Higher Education Diversity Consortium underscore the campus’ commitment to racial equity and other forms of social justice.
The mission of the Department of University Events is to support the University mission and serve as a one-stop operation that follows University priorities to coordinate, support, execute and consult on meetings, events, and programs throughout campus. Successful candidates will be staff members that can work with their colleagues to help meet the mission of the Department of University Events in serving and supporting our racially and ethnically diverse campus community.
We are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome, and included.
The Assistant Director, Commencement and Special Events is responsible for planning and managing a multicultural and inclusive student experience including aspects of Bridgewater State University's undergraduate commencement ceremonies which includes student outreach, volunteer recruitment/management and guest relations. Working in cooperation with the President's Office and the Director of University Event, the Assistant Director is also responsible for coordinating logistical event needs for campus-wide, large-scale University events.
SUPERVISION RECEIVED: Reports to the Director, University Events
SUPERVISION EXERCISED: Part-time employee, undergraduate and graduate student employees and staff volunteers.
This is a full-time, 12-month APA position and is subject to the terms of that union agreement.
Position Type: APA Professional
1. Plan and manage a multicultural and inclusive student experience aspect of two undergraduate commencement ceremonies including but not limited to communication to all graduates and families, ticket distribution, coordination of professional photography services, distribution of Honors Cords, and graduate seating.
2. Plan and manage all details including arranging rooms and facilities, audio visual needs, food service, publications, print materials and related web site pages.
3. Plan and manage a fair and equitable selection process for student class marshals as well as provide training for the selected marshals.
4. Plan and manage a fair and equitable selection process for the undergraduate commencement speakers.
5. Review process and procedures to assess effective strategies for improving undergraduate commencement and make recommendations for change.
6. Utilize Argos, the student information system, to access data and generate reports required to support planning and graduation.
7. Provide relevant reports, statistics and assessments from constituents and wrap up meetings.
8. Develop and implement equity minded marketing and outreach efforts to advertise and promote undergraduate commencement, class marshals and student speakers.
9. Serve as undergraduate commencement logistical liaison to Facilities Management and Planning, Office of the Registrar, Office of the President, BSU Police Department, Disability Resource Office, the Wellness Center and Information Technology to ensure all student commencement needs are met.
10. Manage all aspects of volunteers including recruitment, assignments, training, day of support, and compensation information.
11. Work with the Office of the President to collaborate on institutional events. Coordinate logistical needs for campus-wide, high-profile and large-scale University events.
12. Provide project management and coordination to all campus event sponsors to ensure event success. Develop appropriate plans for the program implementation and evaluation based upon the stated goals including selecting most appropriate date(s) and location(s) for programs based upon the campus calendar and program requirements.
13. Plan and coordinate necessary program support services, including facilities arrangements, parking, audio-visual needs, food/beverage service, and other related needs.
14. Oversee the management of event teams to produce quality, multi-faceted events and programs. Hire, train, supervise and evaluate a diverse community of student and part-time staff for the support of conferences and events; coordinate staff assignment to ensure delivery of appropriate conference/event support.
15. Plan and coordinate summer conference housing arrangements with the department of Residence Life and Housing; obtain relevant information from clients, including rooming lists, check-in needs, etc.; and arrange for rental of necessary services, as required. Coordinate use of facilities and appropriate food services for summer conferences.
16. Maintains accurate and complete record of all requested services, counts and expenses associated with summer conferences to ensure accurate information prior to group’s arrival.
17. Other duties as assigned
1. Bachelor’s Degree required
2. Experience in the program planning/development and the coordination of program support of a diverse range of events.
3. Commitment to customer service excellence/support to enhance an environment of equity, diversity and inclusion with the ability to work directly with people from diverse racial, ethnic, and socioeconomic backgrounds.
4. Excellent verbal and written communication skills, strong interpersonal skills, organization skills and attention to detail are required, as is flexibility and a sense of humor.
5. Successful candidate will have experience in supervising, a dedication to developing a diverse student staff as well as success in working in a fast-paced, hands-on environment.
1. Master’s degree
2. Experience working in a higher education setting.
3. Experience with using database and general office software.
4. Basic knowledge of audio-visual equipment as applicable to programs, meetings and events is preferred.
5. Flexibility and the ability to work nights and weekends as necessary.
Bridgewater State University complies with the Americans with Disabilities Act (ADA) to provide reasonable accommodation to qualified applicants and employee with disabilities.
Office activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and interaction with computer equipment; Occasional bending, reaching, lifting, pushing and pulling up to 5 pounds.
Special Conditions for Eligibility:
Please be aware that employment at Bridgewater State University is contingent upon completion of a successful background check.
Salary Range: $55,000 - $65,000
Posting Number: S00653P
Open Date: 05/07/2021
Close Date: 6/11/2021
Open Until Filled: No
Special Instructions to Applicants:
Please note the following information is required to complete your application for this position:
*a minimum of one (1) employment history entry.
*a minimum of three (3) professional reference entries.
To apply, visit https://apptrkr.com/2254876
Bridgewater State University (BSU) is an affirmative action/equal opportunity employer which actively seeks to increase the diversity of its workforce. We are dedicated to providing educational, working and living environments that value the diverse backgrounds of all people.
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