Assistant Director, Law School Event Services

San Diego
Sep 22, 2017
Executive Administration Jobs
C-Level & Executive Directors
Institution Type
Four-Year Institution

Assistant Director, Law School Event Services

Department: Law School Finance & Administration
Job IRC#25218

Job Description:
The Assistant Director for Law School Event Services reports directly to the Assistant Dean for Finance & Administration and serves as the primary event manager for general law school events, Centers and Institutes events, Alumni, and Development events. Provides event strategic planning and guidance, as well as support of actual events. This position is responsible for the designing, planning, managing and executing of high-profile events and programs, both on and off campus. The Assistant Director will also be responsible for providing data management and analysis to support strategic planning efforts. The position will regularly determine potential growth opportunities and work in collaboration with constituents to conduct needs assessment of events and programs to ensure all events are consistently executed with the highest level of quality, are cost effective and overall support the law school's mission. The Assistant Director manages all financial aspects of event budgets. In addition, the Assistant Director develops and implements policies and procedures regarding the scheduling of non-course related activities and events in all of law school buildings. This position functions under the general guidance and direction of the Assistant Dean of Law School Finance & Administration. This position may supervise any internal or outside vendors/contractors, casual and student workers, interns and volunteers contributing to event programming and execution.

Examples of Work & Responsibilities:
The responsibilities described here are representative of those that must be met by the employee to successfully perform the essential functions of this job.

Event Planning
• Independently work directly with law school Dean, faculty, Centers and Institutes, alumni, development, board members, and external constituents to plan, coordinate, and execute programs and events.
• Work with vendors to ensure a successful event by providing full service logistical planning for events of all size and scope. Responsible for event operations, logistics, production, and execution of events that include theme concepts, script writing, program timing, and stage/talent direction.
• Evaluate and analyze all events in order to make recommendations for future events; compile summaries of events such as demographics of participants, costs, etc. to be used in analysis.
• Develop and facilitate process improvements to law school event planning and implementation.
• Manage Centers, Institutes, and Events webpage content.
• Train and assist other law school departments with event policies, processes, procedures, and best practices to ensure consistent quality of law school events.
• Produce budget proposals, determine budgetary limitations, make cost-saving recommendations, and monitor on-going expenses to ensure an event stays within the allocated budget. Reconcile the event budget, pay all accounts, and generate a final budget report.

Event Support
• Manage event marketing in collaboration with Communications to ensure that proposed materials align with and support the law school goals, and that the design and production of digital, printed and promotional materials for events are consistent with branding standards of the law school and the university.
• Identify potential speakers and visitors to the law school for special events/occasions.
• Create, manage and track event sponsorships and communicate with sponsors to ensure agreed benefits are delivered.
• Responsible for event databases used to track guest attendance, including managing input of guest information, multiple guest lists, and subsequent detailed reports.
• Delegate and oversee, when appropriate, event and project support to departmental support staff.

• Establish law school event master calendar and resolve law school event conflicts.
• Work closely with other law school departments to ensure smooth scheduling and execution of their events.
• Manage all aspects of scheduling and operations of law school facilities, and act as point of contact for internal and external groups and manage needs and expectations.
• Develop and publish policies and procedures for reserving law school space in collaboration with University Scheduling.
• Use EMS to schedule, send confirmations/rental agreements, manage events and classes and provide setup reports for Administrative Services Manager, Audiovisual Technicians and Lead Custodians.

• Bachelor degree required. Degree in communication, marketing, public relations, or specific to special events is preferred.
• Certified Meeting Planner (CMP) or Certified Special Events Professional (CSEP) or similar event management certification is desired.
• Minimum of two years' professional event planning experience within higher education, hospitality, destination management, conference planning, and/or facility management.
• Proven ability to plan, initiate, and manage challenging logistical situations. Evidence of ability to identify problems and to develop appropriate responses to complex issues involved in special event execution.
• Experience with budgetary development and management.
• Must be able to work independently, take initiative and ascertain priorities in a dynamic environment of regular interruptions, multiple projects, and deadlines.
• Excellent interpersonal skills and organizational skills, including tact, diplomacy and flexibility, as well as the ability to work with all levels of individuals and groups including faculty, staff and outside vendors.
• Ability to communicate effectively verbally and in writing, with a demonstrated knowledge of style, syntax and grammar of the English language.
• Commitment to communicating and adhering to university policies regarding reasonable and appropriate business expenditures.
• Computer-literate, ability to learn and use a variety of programs including, but not limited to, various Microsoft Office products, event management software, and web content management programs.
• Must be willing to frequently work after standard work hours and on weekends.
• Willingness and ability to travel.
• Valid driver's license.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes. Serious candidates are encouraged to request official transcripts to help expedite the hiring process.

Salary: Commensurate with experience; Excellent Benefits.

The University of San Diego offers a very competitive bbaenefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

Hours: 37.5 hours per week; typical work hours are Monday – Friday, 8:30 a.m. – 5:00 p.m.

Closing date: Open Until Filled

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus.For more information,

Click here to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers' review. If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at

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