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Assistant Director, Special Events and Projects
La Salle University in Philadelphia, Pennsylvania
Date Posted 04/06/2021
Admin-Business And Financial Management
Employment Type Fulltime
Application Deadline Open until filled
Position Title
Assistant Director, Special Events and Projects
433000 - University Events
Position Type
Position Classification
Full-Time, 12 months
Grant/Gift Funded (all or a portion)?
If Temporary or Grant Funded, Start Date and End Date
Posting Number
Position Summary

The Assistant Director is responsible for providing assistance in planning, coordinating and managing the logistics of special events and projects sponsored by the University to ensure alignment with institutional brand and strategy. Major projects include assisting with Commencement, Homecoming and Family Weekend, enrollment and fundraising events. The department also plans and executes on-site meetings, events and receptions as well as off-site functions throughout the year for students, staff, faculty, parents and alumni. Clients to include Schools of Arts & Sciences, Business and Nursing & Health Sciences, Athletics, Academic Affairs, Student Affairs, Enrollment, Marketing & Communications, and others as assigned.

In the Division of Enrollment, Marketing and Communications, the Assistant Director will work within the team to provide our students, staff, faculty, parents and alumni with meaningful and strategic opportunities for engagement.

Essential Duties
  • Provide leadership, direction and approval in the details of special event production, with emphasis on customer service, attention to detail, University protocols, etiquette, identified objectives and budget.
  • Serve as project manager and divisional lead for projects associated with strategic university initiatives as assigned by the Director.
  • Participate in the development of event- or project-related strategic plans and budgets associated with various internal and external clients.
  • Prior to all special events, receive and/or make recommendations on program content and organization.
  • Provide estimates of expenses to ensure budget compliance.
  • Serves as main point of contact with internal stakeholders and external vendors associated with producing special events.
  • Analyze special event performance and prepare metrics on costs, attendance, post event communications, and run event reports
  • Assist Director in managing and approving of assigned spaces in the University’s Event Management System.
  • Collect supporting documentation and draft agreements for external client conferencing or space rental requests.
  • Collaborate with and Enrollment, Marketing & Commucations, Student Affairs, Academic Affairs, Athletics, Information Technology, Public Safety, Facilities Management, and Dining Services in scheduling, coordinating, and executing events.
  • Manage and work with appropriate staff to evaluate events, ensuring continual improvement and quality customer service via formal and informal data collection.
  • Hire, supervise, mentor, and train University Events student worker staff
  • Other projects may include production of invitations, signage, name tags, managing invoices, design, décor, reporting and other ad hoc tasks as needed.
Secondary Responsibilities
  • Serves as a member of the Commencement Committee, the Activities and Events Sub-Committee and other ad hoc committees as needed.
  • Performs other related duties as assigned.
# of Direct Reports
Required Qualifications
  • Bachelor’s degree in event or hospitality management, communication, business, marketing, or a related field.
  • 3-5 years of experience in event or hospitality management, meeting and conference planning, program coordination or other administrative roles.
  • Proficient in the use of Microsoft Office, Project Management and Cloud Collaborative software, online registration and event management tools.
  • Demonstrated knowledge of budget management.
  • Ability to work independently and have strong customer service, communication and organizational skills.
  • Experience handling sensitive information confidentially.
  • High comfort level in using technology to optimize workflow and business processes.
  • Knowledge of and commitment to the mission of La Salle University.
Preferred Qualifications
  • Previous experience working in a higher education environment.
  • Previous experience using Salesforce, Event Management System, CVent or SocialTables.
Physical Requirements and/or Unusual Work Hours
  • Evening and weekend work may be necessary during peak times
  • Responsibilities may include moving furniture, equipment and/or supplies to execute event room set-ups as needed
  • Ability to lift up to 25 pounds for various event needs
Special Instructions to Applicant
Application Open Date
Application Close Date
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