Assistant Director, Events Operations

Job Title: Assistant Director, Events Operations
Position Number: FT-PROF-ASSTEVENT-06142017
Departments: University Events & Conferences
Reports To: Director, University Events & Conferences
Job Status: Non-Exempt

Position Summary

The Assistant Director of Events Operations supports overall planning and efficiency for both the Office of University Events & Conferences and Alumni Relations.   In addition to coordinating internal and external events, this position conducts the business operations of the offices.  Regular hours for this position will be 9am-6pm, working Saturdays as needed and occasional evening hours.  Additionally, the candidate must be able to serve as an effective spokesperson for the Christian identity, vision and mission of the University.

Job Responsibilities

General Duties:

  • Ad Astra: Assists in the scheduling of internal and external events on the University calendar, serving as a one-stop shop for all external events, taking events from scheduling to event day. Assists with event scheduling in Ad Astra.  Prepares a weekly Events meeting list, emailing it to attendees at least two days prior to the meeting.  Attends regularly scheduled Events Office meetings to review event logistics.
  • As directed, works special events – internal and external – for Events & Conferences.  (For example: Spirit of Excellence Gala, PLC events, etc.)
  • Assists with Alumni Relations special events, included but not limited to Homecoming activities (Husky Hustle 5K), game day activities, socials and lunches, reunions, meetings (Board or other groups), Family Weekend’s Spirit of HBU, and Class Ring ceremony.
  • Assists both Events and Alumni with technology oversight, including but not limited to website, iModules and social media pages.  Updates content and ensures that the pages are organized in the most efficient way to find information. Manages Event communication and responses through iModules, phone and email. Uses lists to prepare name badges as needed.
  • Alumni Relations:  Supports efforts related to Annual Fund and database management of Alumni records. (Limited data entry in Banner.)
  • Office of University Events & Conferences: Processes checks for deposit; maintains spreadsheet detailing event income. Prepares purchase requisitions, check requests, and orders office supplies.  Compiles and computes data for routine reports and correspondences.
  • Coordinates facilities and guest logistics of graduations (May, August, December), working closely with the Office of the Provost on duties related to set-up, personnel, décor, communication and ticketing.
  • Hospitality: greets and directs visitors; gives facility tours, as needed and handles general inquiries through phone and email.
  • Demonstrates initiative and sound judgment in matter of confidentiality.
  • Performs other duties as assigned.

Summer Programs:

  • During summer programs works closely with seasonal employees to ensure the best service possible is given to all guests.
  • Works alongside the Assistant Director of Events & Conferences to assist with on-campus camps / conferences operations for internal and external camps.
  • Attends meetings with the “Summer Logistics” committee leading up to summer – includes Events, Operations, Residence Life (Housing), Food Service and Custodial.
  • Assists in planning and implementation of Camp HBU.
  • Serves as the on-campus staff from Events for Camp HBU, staying in the dorms throughout the week of camp.

Supervisory Responsibilities

House Ushering Staff

  • Supervise the Head Usher who schedules and trains ushers and House Managers to work events in the Morris Center.
  • Coordinate, recruit and schedule interviews for ushers.

Seasonal: Camps Assistant & Summer Conference Hosts

  • Recruits and interviews summer staff with Assistant Director of Camps & Conferences and Residence Life.
  • Creates training for summer hosts with the Assistant Director of University Events & Conferences and Camps.
  • Executes training with Camps Assistant and meets weekly with staff to update information pertaining to summer camps and conferences.

Qualifications

  • Bachelor’s Degree or higher level of education
  • Prior Events management experience
  • Exceptional written and oral communications skills
  • Personable presence, demeanor and ability to work with various levels of internal  and external constituents
  • Full working knowledge of Microsoft Word, Excel and PowerPoint
  • Ability to use Ad Astra, Banner, website management tools, Planning Center, and iModules (preferred but training available)
  • Initiates and has the ability to work independently
  • Organized, energetic, flexible and detail-oriented

Additional Information

Physical Demands

  • Tasks involve the ability to exert some physical effort. This may involve some lifting, carrying, moving, pushing and/or pulling of objects/materials of light weight (15-20 pounds). Oversight at events may require extended time walking or standing for up to several hours.
  • Works irregular hours, including some nights and weekends.
  • Tasks may involve extended periods of time at a keyboard or workstation.

Houston Baptist University is committed to maintaining a teaching faculty and staff who share an active Christian faith. The Preamble to the By-Laws of the University sets forth a statement of belief which each University employee is expected to support and personify. Your submittal of an application for employment indicates your acceptance and affirmation of these statements.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all duties, responsibilities, and requirements of personnel.

**Disclaimer**

Background checks are performed on every new hire. If your application is selected to continue with the interviewing process you will be required to submit a Background Check form. If you decline, your application may be denied. By proceeding with the online application you understand and accept this process.

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