Assistant Director, University Events at Colgate University in Hamilton, New York

Job Description:

Job Category:

Professional/Administrative

Position Title:

Assistant Director, University Events

Full Time/Part Time:

Full Time

Division:

Office of the President

Department:

University Events

Hiring Wage/Salary Range:

$64,000-$66,000

Determination:

When extending an offer, Colgate University considers factors such as (but not limited to) the scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations.

Benefits:

Current Benefits
Colgate University is proud to offer in-depth, competitive benefits that support the health and wellbeing of our employees and their family. The majority of benefits are effective on the date of hire.
We pride ourselves on the scope and quality of the benefits offered to our employees. We invite candidates to visit our Benefits page to learn more about our generous benefits package, which includes but is not limited to:


Health and Wellness:
Comprehensive medical, dental, vision, behavioral health benefits, disability and life insurance, 403 B Retirement with employer core and matching contributions.


Paid Time Off:
Vacation time (varies based on position classification), sick time, 13.5 holidays including a Winter Recess between Christmas and New Year's and 3 floating holidays.


Paid Family Leave:
After six months of employment, employees become eligible for up to 12 weeks of paid time off up to 67% of salary to a state maximum for bonding with a newborn, adopted or foster child, caring for a family member with a serious health condition or to help after a family member has been deployed to active military duty abroad.


Continuing Education and Professional Development:
Employees and their spouse/domestic partner may take up to 2 courses per semester at Colgate, tuition free with a $20 per course registration fee.
Funding for work related courses to obtain an undergraduate or graduate degree related to your current position.
After 7 years of service in an eligible position an employee's eligible children may be awarded up to half of Colgate's tuition to attend an accredited college, university or trade school of their choice.


Along with a generous benefits package, additional perks unique to Colgate University include but are not limited to free on campus parking, free gym membership with discounts for family members, reduced Seven Oaks Golf Course memberships, University Bookstore discount, free library access, 3 free tickets for any regular season athletic home event, access to Colgate owned Bewkes Center and Glendening Boathouse, free access to all cultural events.

Accountabilities:

Located in the Office of University Communications and Events and reporting to the Director, University Events, this position is accountable for the overall successful and efficient administration of events for the University. Specific accountabilities include:

• Event Production - responsible for execution of various levels of events from routine to complex in support of institutional/strategic initiatives.


• Financial Controls - responsible for building an accurate and thorough budget and adherence to the budget throughout the planning process. Ensure that cost avoidance/saving measures are identified.


• Branding and content guidance - understand, apply and promote internal client's vision while providing direction on University brand standards.


• Event closing - provide internal clients with a reconciled budget, scheduling post conference debrief / surveys and generate feedback.

Name:

Event Planning

Description:

• Demonstrated ability to plan, manage, coordinate or oversee events small and large scale with high visibility requiring a high level of coordination and collaboration.


• Demonstrated ability to source and negotiate favorable contract terms and service delivery from vendors.


• Demonstrated ability to communicate both in writing and verbally all aspects of planning events.


• Demonstrated ability to recognize and resolve problems in a timely manner, using sensitivity, discretion, and political acumen.


• Ability to accurately disseminate information to internal and external constituents regarding events.

Name:

Financial Management

Description:

Demonstrated ability to prepare and manage department budgets as well as individual event budgets.

Name:

Technology

Description:

• Demonstrated mastery of relevant key databases and software sufficient to efficiently execute event marketing and logistics.


• Ability to review and approve error-free copy on the web and for email distributions

Name:

Customer Service

Description:

• Demonstrated ability to answer or otherwise satisfy administrative inquiries to the division/function using exceptional customer service skills.


• Knowledge sufficient to redirect any special events inquiries to the most appropriate resource.


• Able to build relationships with multiple constituents and across the university.


• Demonstrated ability to work cooperatively with campus constituents as well as external constituents

Name:

Vendor Management

Description:

• Demonstrated skill in vendor selection and contract negotiation techniques.


• Demonstrated ability to manage vendors and ensure they perform to expectations.

Name:

Brand Management

Description:

• Able to consistently reflect and represent the Colgate identity in all aspects of events.


• Able to collaborate with clients and University departments to ensure compliance with policies and standards around brand identity.

Name:

Personal Accountability for Results

Description:

Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback.

Name:

Effective Communication

Description:

Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information.

Name:

Problem Solving and Decision Making

Description:

Analyzes and prioritizes situations to identify and solve problems; generates solutions to improve efficiency and quality; involves others in solving problems and making decisions; factors organizational goals into decisions; makes clear, transparent, and timely decisions.

Name:

Change Management

Description:

Responds positively to changing university initiatives and readily adapts behavior to maintain effective performance; understands the long-term direction of the university and can relate this to departmental area; adapts to new methodologies; identifies and acts on areas where change is appropriate.

Name:

Leadership and Teamwork

Description:

Applies skills and knowledge to provide a climate to achieve departmental and organizational success; balances individual and department goals; helps others perform at their best; builds productive relationships to enhance individual and organizational effectiveness; treats others with respect; resolves conflicts among team members.

Name:

Creativity and Innovation

Description:

Generates, explores, encourages, and implements innovative ways of creating strategic value for the university, division, department, and individual level; critically assesses the effectiveness of new initiatives.

Name:

Diversity and Inclusion

Description:

Demonstrates respect for people and their differences; understands the benefits of a diverse workforce; earns the trust and respect of others; includes and welcomes others; works to understand the perspective of others; promotes opportunities to experience diversity within our community.

Name:

Sustainability

Description:

Understands the impact of decision making and personal behavior in achieving the university's commitment to a sustainable and carbon-neutral campus; supports and advances the university's sustainability initiatives; influences others to use sustainable practices.

Professional Experience/ Qualifications:

• Excellent interpersonal communication skills and a highly collaborative nature


• Must be able to work collegiality with a diverse group of constituents on a daily basis.


• Knowledge and understanding of concepts, principles, and practices of event planning, including event design, vendor relations, organization, branding and production.


• Demonstrated written and verbal communication skills.


• Demonstrated ability to apply good judgment and professionalism while multitasking and managing high pressure situations.


• Demonstrated capability to work collegially with a diverse group of faculty, staff and students on a daily basis.


• Ability to manage multiple projects with varying deadlines.


• Demonstrated project management skills.


• Demonstrated ability to manage budgets.


• Must be creative, and capable of brainstorming with a team and enthusiastic about event management.


• Excellent computer skills required and strong knowledge of a variety of software programs, especially Microsoft Word and Excel, are essential. A willingness and desire to learn new database programs and technology is a plus.


• Knowledge of safety regulations and other federal/state/local laws and regulations preferred.

Education:

A Bachelor's degree or comparable professional experience is required.

Physical Requirements:

Ability to work evening and weekends, as required.
Ability to stand for long periods.
Ability to lift 30 lbs.

Requisition Number:

2024S085Posting

Temporary:

No

Job Open Date:

10/29/2024

Open Until Filled:

Yes

Special Instructions Summary:

Colgate has a diverse student, faculty, staff, and alumni population representing a variety of races, gender identities, social economic status, sexual orientations, languages, national origins, etc. Our
Diversity, Equity & Inclusion Plan presents a framework for continuing the creation of an inclusive campus and engaging the Colgate community in this effort in the years ahead.


Please describe how you would connect and work with a diverse community. The statement can be any length (e.g. paragraph or page). You can upload the statement under the Diversity Statement document heading. For information on how to write a diversity statement, see our
Guidance on Crafting Diversity Statements.

EEO Statement:

The University recognizes that equal employment opportunity can only be achieved through demonstrated leadership. It is the Policy of the University to recruit, employ, retain, promote, and train employees on the basis of merit, ability, and valid job qualifications without regard to any characteristics protected by applicable local, state or federal laws or Executive Orders.

Clery Act:

CAMPUS CRIME REPORTING AND STATISTICS

The Department of Campus Safety will provide upon request a copy of Colgate's Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. You may access the report from the Clery Compliance web page at:
https://www.colgate.edu/about/offices-centers-institutes/dean-college/campus-safety-staff/clery-compliance. Printed copies of this report may be obtained upon request from the Department of Campus Safety via e-mail at
cusafety@colgate.edu.

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