Assistant Director, Event Operations

Department Summary

Conference & Event Services (CES) delivers exceptional service, resources, and support to events on the University of Denver (DU) campus. While upholding the University’s integrity, values, and inclusive engagement, CES cultivates strategic relationships with its internal DU partners to ensure the success of outreach to local, national, and global organizations. CES provides services to clients for the exploration, discussion, and enactment of issues and topics germane to a variety of important areas that include civic, political, non-profit, educational, and business.

Position Summary

This position ensures operational efficiency for the Conference & Event Services department at the University of Denver. This position will recruit, train, and manage event staff ensuring policies and processes are being followed. The Assistant Director, Event Operations will assign responsibilities within the events team and provide direction, guidance, and event support to ensure smooth operations. This position reports to the CES Director of Marketing & Events and works closely with other professionals in the unit and across all campus levels, including but not limited to the Chancellor and Provost offices and other VIP clients.

Success in this position requires exceptional time management skills and flexibility. It is imperative to balance overarching DU and event strategy in addition to orchestrating logistical details. We are seeking a candidate that can maintain clear and consistent communication with clients, vendors, partners, and the team when under high stress situations. The ability to foster collaboration and partnerships will be instrumental in the success of the department. This is a benefited position expected to work approximately 37.5 hours per week, with a flexible/hybrid work schedule where applicable. Some support for evening or weekend events will be required.

Essential Functions

• Expert understanding of event operations, logistics, and execution. Experience in successfully managing a variety of events should demonstrate operational prowess.
• Supervise and manage high-profile events including but not limited to, Chancellor and Provost level events as well as large internal departmental campus wide events.
• Supervise Event Managers and ensure all event details, policies, processes, and protocols are followed.
• Responsible for generating comprehensive contracts for all external events. Will consult with clients to determine objectives and requirements for events such as conferences, retreats, and meetings.
• Negotiate, foster, and nurture productive partnerships, serving as a vital connection point between campus collaborators, service contractors, and the wider external community.
• Assign and monitor event assignments to achieve optimal performance within the events team including but not limited to overseeing the accuracy of data collection for all events serving as a checks and balances for team’s overarching policies and procedures.
• Coach and develop staff to navigate challenging circumstances including conflict management and communication.
• Update and create training materials to ensure Event Managers are equipped with the information needed to be successful.
• Meet regularly with supervisor to provide updates, monitor team performance, seek guidance, and provide feedback.
• Assist the Assistant Director of Summer Conferencing by coordinating conference logistics with service providers, guests, and other Event Managers.
• Develop creative event materials and templates such as invites, programs, and event signage,
• Other administrative and event duties as needed to ensure exceptional team and customer support. This may include some nights and weekends.

Supervisory Duties

The Assistant Director, Event Operations will supervise Event Managers and may oversee contracted entities and part-time employees during an event, including University internal contracted employees (parking, custodial, etc.) and students.

Knowledge, Skills, and Abilities

Required

• Excellent project management and organizational skills with the ability to manage multiple projects simultaneously.
• Proven ability to support event operations strategically, aligning operational decisions with broader organizational goals and objectives.
• Excellent oral and written communication skills with diverse stakeholders, including clients, vendors, senior management, and team members.
• Willingness to learn event management software and processes.
• Ability to work in a high-pace, team-oriented setting.
• Demonstrated success in mentoring, developing, and supporting team members and fostering a culture of learning and growth within team.
• Demonstrates dependability, flexibility, and adaptability in a transitioning environment.
• Capacity to lead, work independently, and exercise sound judgement in the face of high stress situations and tight deadlines.
• High capacity to address unexpected challenges and solve problems during events. Should have a knack for quick decision-making and effective crisis management with a calm, level-headed demeanor.
• Displays outstanding attention to detail and commitment to quality and performance.
• Ability to allocate resources efficiently, including personnel, budget, and equipment, to ensure optimal event outcomes.
• Self-motivated, takes initiative, and brings creative and effective solutions for operational efficiency and enhancing event execution.
• Proficient in Microsoft Office Suite.

Preferred

• Certified Event Planner
• Momentus software
• 25Live scheduling software
• Experience in Higher Education
• Experience with VIP clients and high-profile guests and/or donors

Required Qualifications

• Undergraduate Degree or Equivalent Experience
• Four to five years of related experience in event management
• Two years of experience supervising professional staff

Preferred Qualifications

• Master’s Degree or Equivalent Experience
• Five plus years of experience managing events in an academic setting

Working Environment:

Standard Office Environment

Noise level is quiet to moderate

Hybrid in office and work from home days

Physical Activities

Ability to sit in front of a computer for an extended period of time.

Ability to move about the campus pending events with the capability of transporting objects up to 50 lbs.

Work Schedule

Monday – Friday, 8:00 a.m. – 4:30 p.m.

Flexible/hybrid work schedule where applicable with some event support for evenings and weekends as needed.

Application Deadline

For best consideration, please submit your application materials by 4:00 p.m. (MST) October 23, 2023.

Special Instructions

Candidates must apply online through jobs.du.edu to be considered. Only applications submitted online will be accepted.

Salary Grade Number:

The salary grade for the position is 10.

Salary Range:

The salary range for this position is $65,000 – $75,000.

The University of Denver has provided a compensation range that represents its good faith estimate of what the University may pay for the position at the time of posting. The University may ultimately pay more or less than the posted compensation range. The salary offered to the selected candidate will be determined based on factors such as the qualifications of the selected candidate, departmental budget availability, internal salary equity considerations, and available market information, but not based on a candidate’s sex or any other protected status.

Benefits:

The University of Denver offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO pass. The University of Denver is a private institution that empowers students who want to make a difference. Learn more about the University of Denver .

Please include the following documents with your application:

Resume

Cover Letter

The University of Denver is an equal opportunity employer. The University of Denver prohibits discrimination on the basis of race, color, national origin, ancestry, age, religion, creed, disability, sex, sexual orientation, gender identity, gender expression, marital status, pregnancy, genetic information, military enlistment, or veteran status, and any other class of individuals protected from discrimination under federal, state, or local law, regulation, or ordinance in any of the University’s educational programs and activities, and in the employment (including application for employment) and admissions (including application for admission) context, as required by Title IX of the Education Amendments of 1972; the Americans with Disabilities Act; Section 504 of the Rehabilitation Act of 1973; Title VI and VII of the Civil Rights Act of 1964; the Age Discrimination Act of 1975; the Age Discrimination in Employment Act of 1967; Equal Pay Act; Colorado Equal Pay for Equal Work Act; the Colorado Protecting Opportunities and Workers’ Rights (” POWR”) Act; and any other federal, state, and local laws, regulations, or ordinances that prohibit discrimination, harassment, and/or retaliation. For more information, please see the University of Denver’s Non-Discrimination Statement .

All offers of employment are contingent upon satisfactory completion of a criminal history background check.

Employees are held accountable for all functions of this position. This position description is not intended to be an all-inclusive list of duties, responsibilities, or qualifications associated with the position. May perform other duties as assigned.

Advertised: October 09, 2023
Applications close: