Assistant Director

Rollins College
Winter Park, Florida
May 30, 2018
Institution Type
Four-Year Institution

Reporting directly to the Director of Scheduling and Events (SES), the Assistant Director serves as part of the Scheduling and Event Services office and represents the Director in his/her absence. Event Management System (EMS) scheduling and  administrative functions (including maintenance, installations, and trainings), daily event coordination, and hiring, training, and overseeing summer event staff are primary responsibilities as well as sponsored events, banner policy oversight and execution, events held at the Cornell Fine Arts Museum, and updating EMS reservations are considered the primary functions of the position. 

Role responsibilities include:

  • Providing assistance to the Director of SES
  • Overseeing all EMS administrative functions, maintenance, installations, and trainings
  • Assisting and providing individual and group EMS training sessions when needed
  • Assisting and working collaboratively with staff and faculty around campus to secure room approvals and event logistics
  • Coordinating smaller scale internal events including all events at the Cornell Fine Arts Museum
  • In charge of overseeing all sponsored events on campus
  • Banner policy oversight and coordination
  • Serve as Summer Conferences Assistant Manager – hiring & training of summer event staff, coordination of conference groups during the summer
  • Meeting with clients for walk-throughs prior to large events. Making proper suggestions to clients and document resources and preparation requirements.
  • Providing on-site event coordination for large Campus events and other events as needed
  • Creating diagrams of furniture and resource lay-outs for Transport crew; sending out diagrams and updates when necessary
  • Coordinating and reviewing support services and actively participating with Facilities Management, Catering, Information Technology, Classroom Tech, and Campus Security to improve procedures
  • Assisting with the hiring, training, and supervision of new SES employees
  • Serves as Director in their absence
  • Performing related duties as assigned

Minimum Qualifications:

  • Bachelor’s degree in relevant field
  • Four years additional job-related experience required in planning, coordinating, and managing events and meetings
  • Knowledge of a college or university environment, departments, procedures, and policies
  • Strong skills in customer service and ability to communicate effectively both orally and in writing
  • Required computer skills: use of word processing, spreadsheets, and database systems
  • Working knowledge of a variety of office machines and computer software including web design, publisher, photoshop, and data/software integration
  • Knowledge of Event Management System (EMS)
  • Ability to interact effectively with faculty, staff, students, and the public is strongly desired
  • Ability to use tact and good judgment in resolving work problems and dealing with the public, students, and staff
  • Ability to represent the college through events and summer programs
  • Organizational and time management skills
  • Maintain, update, and analyze files and records with a high degree of accuracy
  • Demonstrate ability to embrace and model Rollins’ Service Philosophy and Standards and provide competent, collaborative, responsive, and respectful service to others

Work Environment:

Must be available to work overtime, evenings, and weekends as needed

Rollins offers a competitive salary plus a generous benefits package featuring comprehensive health insurance coverage, generous paid time off, retirement savings plan with generous employer contribution, full tuition waiver after one year for employees, spouses, domestic partners and dependents.

Our Values:

Rollins seeks to foster and to model a campus environment that is welcoming, safe, and inclusive to all of our administrators, faculty, staff, and students. We view differences (e.g. nationality, race, gender, age, sexual orientation, socioeconomic class, physical ability, learning styles, perspectives, etc.) not as obstacles to be overcome but as rich opportunities for understanding, learning, and growth.

Through its mission, Rollins College is firmly committed to creating a just community that embraces multiculturalism; persons from historically under-represented minority groups are therefore encouraged to apply. Rollins does not discriminate on the basis of sex, disability, race, age, religion, color, national or ethnic origin, ancestry, marital status, veteran status, sexual orientation, gender identity, gender expression, genetic information, physical characteristics, or any other category protected by federal, state, or local law, in its educational programs and activities.

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