Assistant Director for Student Engagement Events & School Spirit

Job description

Assistant Director for Student Engagement Events & School Spirit

Primary Purpose:
Under the general direction of the Director of Student Engagement & Transition Programs, the Assistant Director is responsible for the management, planning, and delivery of student programming within the Associate Students of the University of the Pacific (ASuop)'s Arts and Entertainment office; providing expertise in the planning of ASuop events, student engagement and transition programs, and other events as assigned; identifying and facilitating discussion and decisions about issues affecting events; and ensuring that programming priorities are reflected in the planning and production of events. The incumbent is also responsible for leading and directing school spirit and school pride initiatives in collaboration with campus partners.

Essential Functions:
1. Responsible for planning, creating, and managing major student programming events that maximize the potential impact and benefits in critical areas of student engagement, retention, and success, specifically during summer engagement (orientation and WOW), homecoming, and end of semester periods by developing and implementing the foundation of spirit in the students’ Pacific Experience. Ensures University and Student Life priorities are reflected in event planning and presentation and all are marketed effectively in Pacific + and relevant social media channels.

2. Collaborates with appropriate University partners and major stakeholders in the planning and execution of University/Campus wide special events.

3. Ensures onboarding (with clear scope and expectations in formal module training) and provides direct supervision, hires, provides ongoing training for , supervises, and evaluates the performance of student staff members. Empowerment of leadership, encouraging/supporting student voices, and developing transferable event management skills for students will be central to this supervision and training.

4. Coordinates, schedules and leads monthly Division of Student Life Events meeting (programming board) including creating agendas, taking notes, and sharing information on Division Share Point website. Secures representation from all units of the division and collects, distributes and disseminates Student Life events calendar across campus, including Pacific +.

5. Ensures all scheduled events follow established University policies, procedures, and practices. Identifies possible institutional risk for hosted special events. Conducts risk assessment and provides advisement to minimize risk for all ASuop and Student Life events.

6. Serves as central Student Life resource for matters of University protocol (i.e. event format, image projection, and etiquette to be observed). Maintains highly professional standards and procedures for production of events in keeping with the image and reputation of the University of the Pacific.

7. Responsible for the coordination, planning and execution of all Student Engagement and Division of Student Life special events as assigned including but not limited to; Fall Fest BBQ, Faith Davies Awards, Welcome Back BBQ, ASuop Events, Homecoming, and Admissions Prospective and Confirmed Student Events.

8. Prepares post-event analysis, assess opportunities, makes recommendations for improving service to internal and external constituencies, and implements those improvements as appropriate. Prepares year-end events reports, providing analysis and recommendations for future actions and improvements.

9. Develops the assessment plan for the ASuop, Student Engagement and Student Life Events including the development of learning outcomes, designing assessment tools, reviewing and interpreting collected data and creating reports utilizing the data collected. Report collected data to the Director of Student Engagement and Division of Student Life.

10. Assists in the management of the ASuop A&E budget including tracking expenses and being accountable for spending. Meets monthly with the Executive Director, Campus Life, Director of Student Engagement and Transition Programs, and ASuop Business Manager to review budget status, expenses and needs.

11. Establish and maintain professional relationships with both on and off-campus vendors, as well as other University departments and operations.

12. Researches, develops and implements campus-wide School Spirit and Pride Initiative(s) in conjunction with other University stakeholders including but not limited to ASuop, Athletics, Residential Life & Housing, Campus Life and Student Life.

13. Conducts at least one assessment each semester to measure the success of School Spirit and Pride Initiative(s) and makes recommendations to key University stakeholders to improve initiatives based on assessment results each semester.

14. Responsible for A&E contract and negotiations with talent agents and venue administrators. Submits contracts for review and approval in a timely manner following University policies and procedures. In conjunction with the department’s business manager, manages budget expenditures and ensures timely payment to vendors.

15. Performs other duties as assigned by the Director of Student Engagement and Transition programs.

This position serves as Campus Security Authority (CSA) as outlined by the Clery Act. CSAs have federally mandated responsibilities to report crimes that are reported them.

Minimum Qualifications:
• Bachelor’s degree in Business, Marketing, Management, Communication, Event Planning/Hospitality, Recreation, Education or related field.
• Two (2) years’ experience in event planning, scheduling, and management required.
• Experience planning, production and management of large, small, high profile, and less-formal events.
• Experience negotiating and executing contracts for large scale events.

Preferred Qualifications:
• Master’s Degree in Business, Marketing, Recreation, Communication, Education or related field.
• Ability to formulate creative ideas and to analyze, evaluate, and negotiate details reflective of a successful event.
• Excellent time management skills and communication skills.
• Ability to listen carefully to understand, respond, and problem-solve effectively to address concerns and interests of campus constituents, guests, vendors, and others as needed.
• Positive attitude, proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.
• Certified Special Events professional certification.
• Four (4) years experience in event planning, scheduling, and management.

Skills/Knowledge and Expertise:
• Exceptional interpersonal and communication skills, strong organizational skills, the ability to manage multiple priorities, and the willingness to work and communicate effectively with diverse populations and as a team.
• Demonstrate an understanding of the value of student activities and of the motivations of students who participate in them.
• Demonstrate an understanding of and the ability to apply student development and learning outcomes theories.
• Ability to sustain communication with diverse groups, anticipate problems, reconcile conflicts, and maintain a strong philosophical base for student activities.
• Strong written and verbal communication skills.
• Demonstrated ability in supervision, administration, organization and programming skills.
• Proficiency in standard office computer programs and MS Office Suite.
• Ability to deal with sensitive issues of student development, diversity, and populations with special needs.
• Demonstrated ability to be creative, energetic; take initiative; be mature, collaborative, and approachable and have a strong work ethic.

Physical Requirements:
The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment/Work Week/Travel
Work performed in standard office environment, occasionally requires work out-of-doors or in large auditorium with exposure to warmer or cooler temperatures. Work performed during routine business hours, evenings, and weekends as necessary. Travel expected.

Valid driver’s license required. Incumbent must also be able to meet the University’s fleet rules and be eligible to drive for University business. The University and its insurance carrier reserves the right to exclude applicants based on their driving record.

Hiring Range: Commensurate with experience, exempt

Background Check Statement:
All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

To apply, visit

University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.

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Job No:
Posted: 4/26/2021
Application Due: 4/26/2033
Work Type: Full Time