Job no: 496271
Position type: full-time
Location: Lewisburg, PA
Categories: Finance / Business Support, Other

The Assistant Director of Events Management is responsible for the coordination of comprehensive and routine non-academic scheduling of events for University functions facilitated through the computerized scheduling system. We seek candidates who are excited about providing high quality service in event management by consulting, advising, and assisting with logistics for student and departmental events. These services include facilitating weekly meetings with the Events Team to review events and problem-solve issues, and preparing and reviewing weekly reports for effectiveness and efficiency.

This full-time, 12 month, benefits eligible position reports to the Executive Director of Events Management and supervises events coordinators and Commencement student ambassadors.

Additional duties include, but may not be limited to:
• Facilitate requests for the calendaring and scheduling of departmental meetings and larger events for campus facilities and assures that the applicable approval process is completed.
• Coordinate all requirements of the event with the requestor and identify the resources needed: meeting/eating spaces, catering, technology, parking, setup needs, etc.
• Serve as a system administrator for EMS, the campus-wide scheduling program, including EMS Web-client and Master Calendar.
This includes:
- Maintaining EMS and its databases in conjunction with L&IT and University Communications to determine scheduling standards for and to maintain/monitor the online Master Calendar
- Responsible for the data entry of all calendar and event scheduling in the EMS
- Works collaboratively with University staff on the maintenance and upgrades to the EMS software and works proactively to find solutions for improving the system, including university spaces and features of spaces.
- Creates accounts, oversees and trains all EMS users/schedulers on campus
- Maintains orderly distribution of event confirmations and generate appropriate reports.
• Officiate and serve as a member of the University Events Management Team that includes the Office of Events Management, Facilities, Dining Services, Public Safety, Athletics, and other related departments. Responsible for completing reservations by following-up with requestors to finalize event requirements.
• Facilitate and communicate event information to all service departments.
• Consult, advise and coordinate logistics, providing relevant information to individuals or groups seeking to sponsor programs regarding facilities, university policies and procedures, and other events/activities scheduled on campus.
• Collaborate with staff, faculty, students, academic leadership, administrative units and external vendors/partners to ensure successful event implementation.
• Communicate, facilitate training for, and implement scheduling policies for departments, student organizations, and Management 101 Course.
• Support the mission of the University and maintain high standards by providing quality service and working collaboratively.

Minimum Qualifications:
• Minimum of Associates Degree and three years of professional experience in an events coordination/management environment OR 5 years of progressively responsible experience in an events management environment, coordinating multiple service and support areas
• Excellent management, event planning and project management skills
• Demonstrated ability to function efficiently in a self-directed manner, multi-task, and prioritize and manage multiple projects with frequent interruptions and under time constraints with professionalism, speed and accuracy
• Demonstrated ability to provide excellent customer service and easily work with people. Excellent interpersonal skills and a demonstrated ability to build positive relationships with a diverse constituent base.
• Computer literate, including familiarity with standard office systems. Proficient in Word Processing, Spreadsheets, presentation and database management. Demonstrated ability to generate reports, calendars, provide detailed accurate written or verbal instructions
• Strong written and oral communications skills
• Ability to work nights and weekends when necessary
• Demonstrated creativity, initiative and proactive problem solving skills.
• Demonstrated ability to pay attention to details, be highly organized, and be a team player.
• A demonstrated experience with commitment to diversity and inclusiveness.

Preferred Qualifications:
• Experience administering an event management or scheduling software, EMS preferred.
• Knowledge of best practices for event and conference software
• Knowledge of similar functions in higher education is helpful.
• Supervisory experience with a proven track record of successful mentoring and coaching of staff and/or student employees.

About Bucknell

Founded in 1846 and located along the banks of the Susquehanna River in historic Lewisburg, Pa., Bucknell University is an undergraduate-focused institution that stands uniquely at the intersection of top-ranked liberal arts, engineering and management programs. Our students choose from more than 50 majors and 60 minors in the arts, engineering, humanities, management, and natural and social sciences, as well as extensive global study, service-learning and research opportunities. Bucknell’s 3,600 undergraduate and 100 graduate students enjoy a low 9:1 student-faculty ratio and exceptional opportunities to collaborate with faculty mentors.

Bucknell’s beautiful 450-acre campus includes first-rate facilities and is home to more than 90 percent of its students. Residential life is vibrant with about 150 student-run organizations, 27 NCAA Division I athletic teams, a robust arts culture, and a strong student commitment to community and global service work.

Bucknell is committed to fostering an environment that embraces diversity, equity and inclusion, and we seek candidates who will contribute to a climate that supports the growth and development of a diverse campus community. The University provides equal opportunity without regard to race, color, gender, gender identity, gender expression, sexual orientation, age, religion, national or ethnic origin, marital status, veteran status or disability in admissions, employment and in all of its educational programs and activities. We encourage individuals from historically underrepresented groups to apply.

The Community

Located in central Pennsylvania, Lewisburg features a variety of restaurants, beautiful Victorian homes, the restored art deco Campus Theatre (owned by the University), charming shops and boutiques, and the Barnes and Noble at Bucknell University Bookstore. About 33,000 residents live in the region.

The city of Williamsport is about a 30-minute drive from campus, and Penn State University’s main campus is about an hour away, as is Harrisburg, Pennsylvania’s state capital. Bucknell is about three hours from New York City, Philadelphia, Baltimore and Washington, D.C.

The cost of living here is low compared to that of major U.S. cities and suburbs. Bucknell’s surroundings yield fresh produce, cultural activities and events, and many opportunities for outdoor activity on the Susquehanna River and in the nearby state parks and forests. The Lewisburg Area School District receives excellent reviews for its schools at all grade levels. Lewisburg Area High School is consistently ranked among the top 50 high schools in Pennsylvania for SAT scores and statewide exams.

Advertised: 15 Apr 2019 Eastern Daylight Time
Applications close: