Assistant Director of Student Activities, Programming

Job description


The assistant director is the primary advisor to the University Program Board (UPB), which includes advising the use of the largest allocation of the Student Activities Fee (approximately $500,000).  As the principal project manager and advisor of several large all-community traditions at Case Western Reserve University, the assistant director advises the Homecoming and Springfest committees as well as coordinates two of the department’s signature events, World Kindness Day and Food for the Soul. In collaboration with other staff members in the Office of Student Activities & Leadership, the assistant director serves as a risk management specialist and programming consultant for approximately 200 undergraduate student clubs and organizations and 70-90 graduate student organizations. Directly supervises one graduate assistant and provides indirect supervision to undergraduate student interns.



  1. Advise the University Program Board (UPB). Provide developmental resources to empower students in the planning, risk management, marketing, implementing, data collection and evaluation of a well-balanced and successful series of events. In coordination with the graduate assistant, attend all UPB events, which include but are not limited to, on campus events, select off campus Cleveland events, Fall and Spring Break trips, and regional or national conferences. UPB’s allocated budget is approximately $500,000. (30%)
  2. Provide direction to the Springfest planning committee. Guide the planning, risk management, marketing, and implementation of this campus-wide event which includes inflatable attractions, novelty games, student organization booths, food, local bands, and a national headliner. Springfest’s allocated budget is approximately $120,000. (15%)
  3. Responsible for facilitating SA&L traditional and annual programs including, but not limited to, Orientation Week social events, University Homecoming (in consultation with the Alumni Association), Food for the Soul, and World Kindness Day. This includes all fiscal responsibility for said events. Develop any additional programs that meet student interests and needs. (15%)
  4. Oversee the completion of university requisitions, disbursements, internal charges and deposits for UPB/Springfest/Homecoming for authorization and approval by the director. Serve as the primary processor of all contracts and technical riders initiated through UPB/Springfest/Homecoming. Responsible for the training of UPB/Springfest in making contact and working with agents, contracts and technical riders, program planning process and long range planning. (10%)
  5. In conjunction with the Director, assist in the recruitment and training of student organization faculty/staff advisors. Engage faculty and develop relationships to increase faculty participation with student programming. (7%)
  6. Serve as a risk management specialist for the approximately 270-290 undergraduate and graduate student organizations served through the SA&L. Responsible for overseeing the completion and advising of the Alcohol Use Report process and risk management steps for all events as needed. Responsible for training student leaders on travel waivers and other elements of creating sound risk management plans. (5%)
  7. Provide financial consultation to Thwing Study Over and Senior Week, two standalone committees under the UPB umbrella. This includes budget reconciliation and ensuring sound stewardship of financial resources. Their combined allocated budget is approximately $80,000. (5%)
  8. Participate in departmental and divisional student development programs including, but not limited to Diversity 360, Emerging Leaders Program, Fall Leadership Conference, and the Pytte Cup. (5%)



  1. Assist in the daily operation of the Office of Student Activities & Leadership. (2%)
  2. Serve on university and divisional committees as assigned. Serve as Department contact for Divisional student supported student organization engagement software. (1%)
  3. Maintain an awareness of current trends in the student activities field. Use this knowledge to consult with student organizations as needed/requested. (1%)
  4. Participate in professional organizations (as approved by the associate director) and attend conferences and seminars. (1%)
  5. Perform other duties as assigned.  (1%)



Department: Daily contact with all office staff for the purpose of executing the office mission.

University: High volume contact with other offices within Student Affairs; Continual contact with the following University Departments/Offices: Tinkham Veale University Center staff and offices; General Counsel; Alumni Affairs; Facilities and Operations (Housekeeping, Grounds and Maintenance, Plant Services); Campus Access Services (Parking, Security); Educational Enhancement, New Student and Family Programs; Controllers Office; Accounts Payable; and university faculty for the purpose of collaboration and executing student programs.

External: Continual contact with program agencies in the negotiations and booking of various entertainment and lectures. Contact with Cleveland area organizations in the development of programs that involve community outreach or community service, including University Circle Incorporated. Continual contact with vendors for the purchase of t-shirts, novelty items, etc. Contact with Cleveland-based stage and lighting companies. Professional contact with dozens of area colleges and universities and also those outside of Ohio for the purpose of collaboration and sharing best practices.

Students: Daily contact with the members of UPB. Daily contact with other members of student clubs and organizations.  Strong collaboration involving student organizations outside of SA&L. All for the purpose of the development and delivery of programming at CWRU. 



This position is responsible for the recruitment and supervision of one graduate assistant.



Experience: 1-3 years of demonstrated experience with programming, event planning and working with a student population required. Some experience with risk management advising and contracting is a plus.

Education/Licensing: Master’s degree required.



  1. Must possess a strong philosophy in student engagement and student activities.
  2. Ability to work effectively with diverse populations and maintain a work environment that is marked by inclusiveness and respect for others.
  3. Experience in programming and work in a college union/student center setting is strongly desirable.
  4. Strong background in leadership development programming and group dynamics.
  5. Effective communication and organizational skills and ability to relate well to students is necessary.
  6. Must be able to assist in the personal development of student leaders.
  7. The ability to develop a team environment is a must.
  8. Basic familiarity with Microsoft Office suite applications, email, internet navigation and social media is required. (Any experience with PeopleSoft and/or CampusGroups would be a plus).
  9. Ability to meet consistent attendance.
  10. Ability to interact with colleagues, supervisors and customers face to face.



Typical student center/union work environment. Individual must be willing to work evenings and weekends. High concentrations of student traffic and working with students needs and interests. Due to high traffic volume, the individual is expected to assist as a team player in the management of the main office.

Case Western Reserve University provides reasonable accommodations to applicants with disabilities.  Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Inclusion, Diversity and Equal Opportunity at 216-368-8877 to request a reasonable accommodation.  Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity.  Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.




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Job No:
Posted: 7/10/2018
Application Due: 8/4/2018
Work Type: