Location
Brooklyn, NY

Open Date
Jun 27, 2019


The Assistant Director of Ceremonies and Events fills a critical role in support of the planning and implementation of multiple, high-profile Institutional events that are part of the academic calendar at Pratt. This position provides leadership to year-round planning for Commencement, Graduation Fairs, Awards Convocation, Commencement Luncheon, Friends and Family Reception and other key events for the campus community. The Assistant Director will be adept at producing multiple events simultaneously, and have knowledge and understanding of meeting and event planning principles, requirements, procedures, and available resources. Activities supported by the Assistant Director are both recurring and one-time and include ceremonies, lectures, conferences, receptions and dinners, and others to be determined. Many of these events require collaboration with offices and departments across campus. The Assistant Director reports to the Director of Public Programs and Campus Event Services within the Office of the Provost. The position will also assist with certain key events managed by the Development Events team in the Division of Institutional Advancement.

Key Responsibilities:

• Develop, prepare, and direct operational and logistical items, including event plans, scripts, run of shows, venue and staging diagrams. Lead production meetings with vendor staff, A/V contractor, stage manager, and communicate final run of show to all outside vendors.

• Problem solve and make decisions in advance and on-site for events based on circumstances, audience, volunteers and facilities.
• Work with the appropriate administrative units and internal stakeholders, in the coordination of complex, high-priority projects, with shared responsibility for outcomes. Chair the Commencement Committee and lead teams comprising staff from across campus programs to plan Commencement, as well as Graduation Fair and Awards Convocation.
• Develop and implement systems for capturing critical tasks, deadlines, aspirations, and stakeholder expectations.
• Work with Office of Communications and Marketing, to lead the collection and publication of printed and website content for Commencement, Graduation Fairs and Awards Convocation.
• Schedule distribution of Commencement information packets and Commencement emails; interface with and direct all schools/departments, Registrar, Provost Office, President's Office, and others on the dissemination of all Commencement-related information to students, parents, families, and the Pratt community. Monitor commencement website to assure accuracy and updated information.
• Solicit, propose, implement and manage budgets for events and programs to include guest honorariums, equipment purchases, guest travel, A/V needs, vendor services, and venue costs.
• Review related contracts and agreements with legal affairs and risk management administrators to ensure institutional policies and guidelines are in place before securing services.
• Coordinate the transportation and safe storage of all Commencement rentals and materials to and from each event, preparing requests and maintaining an up-to-date schedule and inventory list for end-of-year departmental transportation needs.
• Plan and coordinate end-of-year receptions, including the Commencement Luncheon and Friends and Family Reception, among others.
• Manage, coordinate, and provide strategic direction and logistical support to specific and pre-determined academic and special events based on institutional priorities.
• Other duties as assigned by the Director of Public Programs and Campus Event Services.

Qualifications

Minimum Qualifications
Bachelor's Degree and four or more years of experience with academic ceremonies, event producing, or directly related experience.

Preferred Qualifications

• Experience developing plans for complex, highly visible, public events and ceremonies.
• Experience implementing complex volunteer and staffing plans including training and managing a large force.
• Project management skills including managing and communicating effectively with internal and external support and operational groups ranging from public safety, risk management and legal affairs, facilities operations, creative services, development events, campus event services, venue production teams, and stage managers, among others.
• Experience coordinating and prioritizing multiple administrative and production tasks for a variety of users, set schedules, and ability to complete projects accordingly.
• Familiarity with health, safety and accessibility standards for events, recognizing diversity, inclusion, and accessibility as Institutional priorities (following Institute policy and procedure and partnering with administrators who oversee these areas).
• Experience with stage layout and technical design.
• Experience working in higher education is desired.

Knowledge, Skills & Abilities

• Thorough knowledge of event planning best practices and standards.
• Ability to work independently, while developing implementing and evaluating event programs to assure they meet institutional objectives.
• A strong collaborative spirit with the ability to integrate cross-functionally across administrative units.
• Ability to provide leadership for select campus-wide events that serve the needs of the Institute.
• Ability to track financial data, make projections and manage budgets.
• Excellent interpersonal, oral, written communication, and time management skills, with the ability to draft and compose correspondence and standard reports.
• Ability to work effectively under pressure and time constraints, and to work weekend and evenings when assigned.
• Ability to remain flexible when presented with rapidly changing requests, priorities and/or deadlines.
• The ability to remain calm in high-stakes environments.
• Demonstrated creativity, problem solving skills, taking initiative, judgment, and decision-making skills.
• Strong vendor management and negotiation skills, strategic thinking and results-driven attitude.
• Knowledge of Microsoft Office suite, Adobe Creative Suite and other online documents, such as Google Docs.

Application Instructions

Please submit your cover letter and resume. If you are selected for an interview, please be prepared to provide at least 5 References via our on-line reference tool system. At least 2 of your References must be, or have been, your direct managers.

Equal Employment Opportunity Statement

We are an equal opportunity employer and do not discriminate in hiring or employment on the basis of race, color, religion or belief, national or ethnic origin, citizenship, marital or domestic partnership status, sexual orientation, gender identity or expression, age, disability, military or veteran status, or any other characteristic protected by federal, state, or local law. Pratt Institute recognizes and values the benefits of a diverse workforce.

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