Assistant Director of Special Events

Location
Fayetteville, AR
Posted
Jul 08, 2017
Executive Administration Jobs
C-Level & Executive Directors
Institution Type
Four-Year Institution


Posting Number NC802P

Quick Link for Posting http://jobs.uark.edu/postings/21382

Working Title Assistant Director of Special Events

Position Number 15406

Department Special Events

About the University

Founded in 1871 as a land grant institution, the University of Arkansas is classified by the Carnegie Foundation among the top two percent of universities in the nation with the highest level of research activity. Ten colleges and schools serve more than 27,100 students with more than 200 academic programs. University of Arkansas students earn nationally competitive awards at an impressive rate and represent 50 states and more than 120 countries.
Located in the stunning Ozark Mountains of Northwest Arkansas, Fayetteville is home to the University of Arkansas campus, known for its spectacular views and ample green spaces. Fayetteville is considered one of the country's finest college towns, and the surrounding northwest Arkansas region is regularly ranked one of the best places to live in the U.S. Some of the nation's best outdoor amenities and most spectacular hiking trails are within a short drive of campus.
As an employer, the University of Arkansas offers a vibrant work environment and a workplace culture that promotes a healthy work-life balance. The benefits package includes university contributions to health, dental, life and disability insurance, tuition waivers for employees and their families, 12 official holidays, immediate leave accrual, and a choice of retirement programs with university contributions ranging from 5 to 10% of employee salary.



About the College/Department

Department Home Page

Job Type Staff

Summary of Job Duties

The Assistant Director of Special Events is responsible for scheduling activities and events at Fowler House and Fowler House Conservatory and Gardens; responsible for coordinating the interior and exterior maintenance and custodial, deliveries, security, and alarm needs; and event setup to ensure event plans are executed successfully. The administrative duties include managing Fowler House and Conservatory calendars. The Assistant Director of Special Events will serve as the primary building executive and arbiter of Fowler House and the Conservatory. The Assistant Director of Special Events will work out of Fowler House for 20 hours/week (may fluctuate based on current needs and upcoming events). This position will report to the Director of Donor Relations and Special Events.

This position is responsible for the coordination and execution of events hosted in Fowler House and the Fowler House Conservatory and Gardens. The Assistant Director of Special Events will work directly with vendors, facilities management, and other campus partners and as needed; maintain invitation lists and manage event mailings, create and maintain the guest lists, record and maintain responses, generate menus and floral ideas for approval, and print name tags and menu cards. The position will follow formalized procedures and guidelines to ensure uniformity in the quality of events and stay current on all protocol. The Assistant Director of Special Events will maintain office hours for 20 hours/week (may fluctuate based on current needs and upcoming events).

Regular, reliable, and non-disruptive attendance is an essential job duty, as is the ability to create and maintain collegial, harmonious working relationships with others.



Minimum Qualifications: Please ensure that all relevant application materials include details addressing the minimum qualifications. Applicants not meeting the minimum qualifications will be disqualified from consideration.
  • Bachelor's degree from an accredited institution of higher education
  • At least three years of relevant hospitality or special events experience
  • At least three years of relevant program and budget management experience


Does this job require any license(s)/certification(s)? No

If yes, please specify

Preferred Qualifications
  • Master's degree or higher in hospitality or events management, communication, or business from an accredited institution of higher education
  • Experience managing a property or serving as a building executive on a campus or as part of a corporate facilities management program


Knowledge, Skills and Abilities (KSAs)
  • Strong time-management skills and task prioritization
  • Ability to work independently and as part of a team
  • Ability to multi-task and stay organized
  • Ability to maintain Excel spreadsheets and other key documents
  • Ability to resolve problems and find solutions quickly
  • Ability to be punctual and arrive to work and events on time
  • Ability to remain professional at all times when interacting with donors, guests, and co-workers
  • Ability to deal with vendors, campus partners, and other internal constituents in a diplomatic and tactful manner
  • Ability to work nights and weekends due to events
  • Ability to apply excellent writing, critical, and creative thinking skills to tasks and responsibilities
  • Ability to coordinate and schedule multiple projects, events, and vendors effectively


Physical activities associated with this position

For questions regarding reasonable accommodations please contact the Office of Equal Opportunity and Compliance 479-575-4019.

Occasionally

  • Climbing
  • Crawling
  • Driving
  • Pushing
  • Sharps

Frequently

  • Crouching
  • Kneeling
  • Lifting
  • Pulling
  • Stooping

Constantly

  • Feeling
  • Manipulate items with fingers, including keyboarding
  • Grasping
  • Hearing
  • Reaching
  • Repetitive motion
  • Sitting
  • Standing
  • Talking
  • Walking

The worker is required to have visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; and/or visual inspection at distances close to the eyes.



Physical Conditions None. The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).

Work Schedule Monday - Friday 8:00 a.m. - 5:00 p.m. (schedule may vary based on department needs to include occasional nights or weekends)

Overtime Eligible No

Is this position weather/event essential? If yes, the employee in this position will report to work at the scheduled time when the University is closed due to inclement conditions. No

Work Location/Building Fayetteville Campus - Administrative Building

Benefits Eligible Yes

Appointment Percent 100

Salary Commensurate with experience

Does this Position require a Motor Vehicle Reports Check? No

Does this position require a background check? Yes

If yes, please specify
  • Criminal background check
  • Sex offender registry check


Does this position require a substance abuse test? No

Pre-employment Screening Requirements

This position is subject to a pre-employment criminal background and sex offender registry check. A criminal conviction or arrest pending adjudication alone shall not disqualify an applicant in the absence of a relationship to the requirements of the position. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.





Posting Detail Information

Future Open Date

Close Date 08/07/2017

Open Until Filled No

Anticipated Start Date

Anticipated End Date (for temporary appointments)

Recruitment Contact Information

Eunice M. Alberson
ADMN 410 - B
Fayetteville, AR 72701
eunice@uark.edu

All application materials must be uploaded to the U of A's employment system at jobs.uark.edu. Please do not send to listed recruitment contact.



Special Instructions Summary

Women and minorities are encouraged to apply.
When completing your application, please upload the following: resume and cover letter/letter of application (addressed to the attention of Eunice M. Alberson, Director for Advancement Human Resources)



Hiring Location 222 Administration Building Fayetteville, AR 72701.

EEO Statement

The University of Arkansas is an equal opportunity, affirmative action institution. The university welcomes applications without regard to age, race/color, gender (including pregnancy), national origin, disability, religion, marital or parental status, protected veteran status, military service, genetic information, sexual orientation or gender identity. Persons must have proof of legal authority to work in the United States on the first day of employment. All applicant information is subject to public disclosure under the Arkansas Freedom of Information Act.



Internal Posting No

City, St. Fayetteville, AR




Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Please describe your highest level of education.
    • Attended high school but did not receive a diploma
    • High School diploma, GED, or equivalent
    • Attended college but did not receive a degree/certification
    • Associate's degree
    • Bachelor's degree
    • Master's degree
    • Doctoral degree
  2. * Please describe your level of experience with relevant hospitality or special events experience.
    • None
    • Less than one year.
    • One year but less than two years.
    • Two years but less than three years.
    • Three years but less than four years.
    • Four years or more.
  3. * Please describe your level of experience of budget management experience.
    • None
    • Less than one year.
    • One year but less than two.
    • Two years but less than three years.
    • Three years but less than four years.
    • Four years or more.


Documents Needed to Apply
Required Documents
  1. Resume
  2. Cover Letter/Letter of Application
Optional Documents
  1. Proof of Veterans Status

PI98564435