Assistant Director Of Engagement And Event Services

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $20.68 per hour.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

POSITION OBJECTIVE

The Assistant Director of Engagement and Event Services is primarily focused on enhancing the student experience within the Student Centers, including Thwing Student Center, Eldred Hall, and five satellite spaces. This position creates a centralized support system for student organizations by managing all aspects of student-focused event planning and engagement initiatives. The assistant director manages event logistics, develops student-driven programs, and fosters student development through hands-on involvement in event consultations. While the position also supports campus departments and external clients, the primary goal is to increase student engagement, promote the use of student spaces, and ensure the delivery of impactful services. Key responsibilities include event management, engagement programs, general marketing and social media promotion, and student employee supervision.

ESSENTIAL FUNCTIONS

• Manage all aspects of event management, serving as the primary point of contact for clients throughout the planning process. Facilitate consultations with student organizations, campus departments, and external clients to address potential risks, ensuring compliance with university policies and state and federal laws. Manage event logistics, including equipment, audiovisual needs, staffing, setup, and breakdown, while overseeing comprehensive event planning. Create detailed diagrams to guide operations and mitigate risks. Provide student development opportunities by supporting skills such as budgeting, liability management, food service, and alcohol safety compliance during event consultations. Serve as the liaison to internal and external vendors, including catering, audiovisual services, security, and custodial teams. Ensure accurate and timely billing. Maintain and expand proficiency in event and space management software to optimize operations. (40%)
• Develop and implement collaborative engagement programs and initiatives designed to enhance the student experience within Student Centers. Examples include theme nights, skill-building workshops, escape rooms, musician showcases, and contests. Actively manage the department's social media platforms to promote events and initiatives. Create and execute monthly themes that highlight seasonal trends and celebrate student life milestones throughout campus spaces. (20%)
• Serve as the on-site event manager for major events, ensuring seamless execution. When not acting as the event manager, facilitate introductions between clients and the assigned on-site manager to ensure continuity of service. Conduct thorough inspections of programming spaces prior to major events, verifying cleanliness and proper setup as agreed upon with the client. Greet clients upon arrival, confirm all arrangements are correct, and address any last-minute changes as needed. (10%)
• Design and implement marketing strategies to increase utilization and engagement within Student Centers. Develop and execute comprehensive marketing plans for Engagement and Event Services using print, web, digital, video, and event-based tactics. (10%)
• Hire, train, supervise, and evaluate a team of approximately five student employees. Responsibilities include recruiting, interviewing, and onboarding new hires. Manage staff schedules, adjusting based on operational needs, unique events, and budget constraints. Review and approve student time entries in HCM while providing ongoing feedback, mentoring, recognition, and performance evaluations. (10%)
• Collect and analyze event services and engagement data, managing assessments of client satisfaction with event outcomes. Gather feedback on various aspects, including facilities, audiovisual equipment, and service to inform continuous improvements. (7%)

NONESSENTIAL FUNCTIONS

• Per Serve on Student Affairs committees as assigned. (1%)
• Take part in training seminars or classes as assigned. (1%)
• Perform other duties as assigned. (1%)

CONTACTS

Department: Continuous contact with department staff to exchange information.

University: Regular contact with university departments, Campus Facilities, Public Safety, Grounds, Auxiliary Services, Access Services, Division of Student Affairs staff to exchange information.

External: Regular contact with contractors, vendors (e.g., catering services, audiovisual providers), clients, visitors (parents, alumni, community members), and preferred caterers for event planning.

Students: Continuous interaction with student employees and Case Western Reserve University students to exchange information.

SUPERVISORY RESPONSIBILITIES

No direct supervision of staff. Supervise student employees.

QUALIFICAITONS

Education/Experience: Bachelor's degree and 1 or more years of progressive professional experience, preferably in higher education or event management; or Associate's degree and 3 years of related experience; or High School education and 5 years of related experience required. Experience in hospitality management, higher education, nonprofit organization, or business related field preferred.

REQUIRED SKILLS

• Strong verbal and written communication skills.
• Strong organization and administrative skills.
• Intellectual curiosity, along with knowledge of higher education experience is highly desirable.
• High level of professionalism, confidentiality, diplomacy, and discretion.
• High degree of energy, creativity, and flexibility.
• Excellent interpersonal and customer service skills.
• Ability to work independently and as part of a team.
• Ability to prioritize and manage multiple projects to meet deadlines.
• Ability to interact with colleagues, supervisors, and customers face to face.
• Proficiency in Microsoft Office (Word, Excel, and PowerPoint) required.
• Proficiency in graphics and web design software (e.g., Adobe Creative Cloud) preferred.
• Proficiency in email marketing platforms (e.g., MailChimp) and event management platforms (e.g., Eventbrite) strongly preferred.
• Proficiency in collaborative software (e.g., Google Apps) and the ability to learn new software programs strongly preferred.
• Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Ability to meet consistent attendance.

WORKING CONDITIONS

General office environment. Travel between all department of Student Affairs programming spaces. Ability to lift/carry up to 20 lbs. Walking and standing for extended periods of time. Availability and willingness to work nights and/or weekend hours as needed.

In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

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Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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