Job location: Coral Gables, FL

Employment Type: Full-time
Posted data: 2019-03-25
Req: R100030765
Current Employees:
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Where Excellence Meets Purpose

The University of Miami is among the top research universities and academic medical centers in the nation, and one of the largest private employers in South Florida.

With more than 16,000 faculty and staff, the University strives for excellence, and is driven by a powerful purpose to transform and impact the lives of its students, patients, members of the community, and people across the globe.

The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value.  Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.

The University has been named on Forbes's Best Employers list for two consecutive years, and is the only university in Florida to receive this honor.

Reporting to the Vice President for Student Affairs, the Executive Director of Commencement and Special Projects is responsible for providing leadership, administration and direction for all University Commencement exercises for the Coral Gables campus as well as the School of Law and Miller School of Medicine ceremonies. This position also oversees various special projects for the Division of Student Affairs as dictated by the Vice President for Student Affairs and the Office of the President. Additional responsibilities may include logistical coordination for university-wide student events sponsored by the Division of Student Affairs and the Office of the President.

PRIMARY DUTIES AND RESPONSIBILITIES:

University Commencement
•    Coordinates all aspects of the Universities 9 commencement ceremonies, which include undergraduate, graduate, School of Law and Miller School of Medicine ceremonies held in December (2 ceremonies) and May (7 ceremonies).
•    Chair the Commencement Steering Committee which convenes numerous times throughout the year with University partners including the Office of the Registrar, Parking and Transportation, Watsco Center, Facilities, Alumni Relations, University Advancement, Office of the President, Office of the Board of Trustees, Division of Student Affairs, and UM Communications, responsible for the planning and execution of all logistical elements for fall and spring commencements.
•    Create and cultivate business relationships with numerous internal and external service providers/vendors in producing the commencement ceremonies.  This can include contracts, requests for proposals (RFPs), pricing terms, etc.
•    Content Creation: Oversee and prepare all content of commencement program books; maintain commencement website; prepare regular mail and electronic communication to graduates and families; prepare commencement script for each ceremony; update and create video content and graphic display for digital backdrop; direct vision for spring undergraduate video; excellent proofreading and editing skills required.
•    Student Speaker Selection: Oversee the selection process of student speaker for undergraduate commencement ceremonies, including update of online application, selection committee invitation, reviewing and approving applicants, scheduling finalist interviews and leading committee deliberations for selection of speaker. Assist graduate school in speaker selection. Coordinate rehearsal for all undergraduate, graduate, law, and medical student speakers and offer public speaking feedback.
•    Senior Send Off: Plan and implement week long senior programming held annually in April to celebrate graduating students. Responsibilities include committee leadership, event planning, sponsorship, marketing, event registration and ticket sales, and on-site event management.
•    Assessment: Regularly evaluate ceremony and program success via volunteer staff feedback, graduate and guest survey results, and trends in technology and production. Prepare mid-year and annual departmental reports including goals, achievements, and strategic development.
•    Oversee an annual budget of $1.03 million dollars.  This includes preparing monthly budget reconciliations to ensure department is operating within their approved budget.  Work to meet or exceed anticipated revenue goals from sale of Stole of Gratitude, commencement videography, and graduation announcements.
•    Leadership and Supervision: Directly supervises one full-time Event Planner and coordinates the commencement-week responsibilities for one professional staff member. Trains and manages team of 10 student employees during commencement production.  May supervise graduate student practicum experience. Leads group of 25 professional staff volunteer Team Leaders who manage the full team of 180+ staff volunteers on-site for ceremonies.

Special Projects
•    Coordinate special projects and plan special events for the Division of Student Affairs and, at the request of the Office of the President, serve on special initiatives. Special projects may include Convocations, University Lectures and ‘Cane Talks, New Student Orientation, Homecoming and Alumni Weekend, Hurricanes Football, large-scale or multi-day conferences/events.
•    Specific large-scale event production support will be provided to the following Division of Student Affairs departments.

Department of Orientation and Commuter Student Involvement
•    Housing and Residential Life move-in: create tour schedule and escort President, VP for Student Affairs, Provost, UM Communications staff and other guests via golf-cart on a tour of residential colleges during new student move-in for meet and greet photo op with students and parents.
•    Canes Take Flight: review and compile scripts, coordinate and lead rehearsal for speakers, student performer, band and cheerleaders, create run-of-show and lead technical rehearsal with professional production company, serve as stage manager for program.
•    Orientation Sessions: prepare speaker presentation materials for production company and manage the session timeline.
•    President’s Picnic for New Students: create floorplan, review catering and activities, manage stage program with speakers.
•    Family Weekend: assist and provide logistical support for events and activities.
•    Convocation: provide production direction, stage management, marketing support, and event planning for student Convocation.

Student Activities and Student Organizations
•    Homecoming and Alumni Weekend: serve on committee and assist in production and stage management of Hurricane Howl parade, pep rally, and boat burning.
•    Student programming: assist and provide production, logistics, volunteer staff, marketing, and other duties for guest speaker events. 
•    Serve as the general liaison and advisor with the Watsco Center on any additional student-related special events to develop and implement seating plans, distribute marketing materials, manage ticket production/distribution, oversee all audio/visual productions in coordination with various production companies.
•    Plan and implement all student memorial services/candle light vigils.
•    Assist with coordination and logistics of U-Bus student transportation program for football season. Develop and implement a cohesive marketing and communications plan, lead U-Bus committee meetings, serve on Hurricanes Football operations committee, coordinate all orders and staffing with vendors for bus service, and serve as on-site volunteer as scheduled. Works in partnership with Dean of Students, Student Center Complex Facilities management, and Athletics.
•    Assist and partner with Alumni Relations on joint student projects.
•    Serve as an event consultant for external clients reserving campus space managed by the Division of Student Affairs for special events and conferences. This can include advising on various event planning aspects such as floorplans, catering, décor, vendors, parking, staffing, and entertainment.
•    Act as a liaison between external event clients and internal University partners/service providers.
•    Work with student organizations to provide event production guidance including program development, budgeting, and event execution.
•    Other duties as assigned.

EDUCATIONAL REQUIREMENTS
•    Master’s degree required.

WORK EXPERIENCE REQUIREMENTS
•    5 years professional work experience in management and coordination of large-scale University events or similar.
•    Prior experience working with live production companies, including equipment familiarity, scheduling of labor calls, and stage management preferred.
•    Experience in education or non-profit environment preferred.

KNOWLEDGE, SKILLS AND ABILITIES
•    Must be a visionary, innovator, and strategic thinker.
•    Proven ability to effectively collaborate and build strong relationships with faculty, staff, and students across the organization as well as business relationships with vendors.
•    Excels in a multifaceted fast-paced environment and is highly organized and detail-oriented.
•    Possesses excellent verbal and written communication skills.
•    Proficient use of Microsoft Excel and formulas.
•    Basic graphic design and CMS knowledge.
•    Sponsorship and/or fundraising experience a plus.
 

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status:

Full time

Employee Type:

Staff

Pay Grade:

c108