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Assistant Director for the Office of Event Services

Apply now Job no: 494976
Work type: Full-time Staff
Location: Buffalo
Categories: Student Affairs

Assistant Director for the Office of Event Services

The Assistant Director is appointed by the President upon recommendation of the Vice President for Student Affairs/Dean of Students, and the Assistant Dean for Student Affairs/Director of Event Services to whom the Assistant Director reports.  The Assistant Director is responsible for supporting the campus community in the logistical planning and execution of college sponsored campus events, including social events, meetings, lectures, conferences, commencement week activities, etc., as well as working with external clients.  The incumbent ensures campus facilities constantly meet educational, physical and safety requirements.  This is a full-time position that will require working some evenings, nights and weekends.

Key Functions and Expected Performance:

Event Management

  • Coordinate and manage the daily operations and production campus events including, but not limited to, logistics, audio/visual, staffing, housekeeping requests, and accessibility needs.
    • Work with student organizations and campus departments to confirm events, create room layouts, and technical needs.
    • Support the planning, organization and execution of all components of campus-wide celebrations, events and activities of Canisius College.
    • Support the planning, organizing and execution of all components of external clients’ use of college facilities/properties to generate revenue.
  • Provide event technical and production expertise with regards to performance audio, lighting, and staging for events coordinated through the office.
  • Serve as the Functional Administrator for 25Live.
    • Process event requests submitted through 25Live.
    • Oversee the implementation, maintenance, and updates of 25Live event scheduling system.
    • Develops and trains university administration on 25Live processes and procedures.

Staff Development

  • Recruit, hire, train, supervise, and evaluate staff including two graduate assistants and undergraduate student staff workers to assist in operations including event management, production and event setups.
  • Provide excellent hospitality and event services to the campus community and external clients.
  • Maintain work schedules, notify staff of upcoming events and ensure proper preparation and staffing levels.
  • Attend weekly Office of Event Services meeting with staff.

Operations Management

  • Work closely with departments to communicate and evaluate the physical, audio, and performance lighting needs in the event spaces and make recommendations for renovations.
  • Inspect and maintain spaces overseen by Event Services
    • Keep inventory of supplies and equipment
    • Submit appropriate work orders to maintain event facilities and resources in those spaces.
  • Chair weekly meetings with key college departments to coordinate event needs.
  • Provide information on the services provided by the Office of Event Services to campus departments and external organizations/groups.
  • Work with outside vendors on Requests for Proposals (RFP) for upgrades to campus-wide facilities for physical, technical and audio/visual needs and submit annual capital project and strategic planning requests.
  • Ensure the rules and regulations of the College, policies and procedures of the department, and all safety regulations are known and observed.

Other

  • Maintain event budgets, execute contracts, and track income and expenses.
  • Be trained in Title IX and participate in cases, as needed.
  • Participate in the on-call duty rotation to be able to respond to campus-wide emergency situations.
  • Represent the Office of Event Services on various committees.

Required Knowledge, Skills & Abilities:

  • Strong knowledge of event logistics including but not limited to staging, crowd management, threat assessment, and staffing needs.
  • Technical expertise required in of all areas of live production including theatrical lighting, audio, and rigging.
  • Proven ability to manage live, diverse large-scale, high-risk, multi-faceted events and/or conferences is preferred
  • Excellent project management, time management and organizational skills.
  • Excellent oral and written communication skills.
  • Strong interpersonal skills and the ability to work well in a team environment as well as independently.
  • Ability to stay current with industry best practices and technologies.
  • Ability to work days, evenings, weekends and some holidays.
  • Computer proficiency with Microsoft Word, Excel, and the ability to learn additional programs, to include the Canisius College BANNER system, 25LIVE scheduling software and other programs.

Required Qualifications:

  • A Master’s degree in Higher Education, Student Affairs, Theatre/Technical Production or related field, preferred.
  • 2+ years of event management or related experience, preferred.
  • Supervision of undergraduate and graduate student staff or equivalent supervisory experience.
  • Must have and maintain a valid New York State driver’s license with a positive driving record per the college’s insurance provider.
  • Experience working in higher education event services is desirable.

The Office of Human Resources at Canisius College utilizes an online recruitment management system.

Individuals who need reasonable accommodations under the ADA in order to participate in the search process should contact the Office of Human Resources at (716) 888-2240.

To apply, go to https://www.canisius.edu/about-canisius/employment-canisius. Review of applications begins immediately and will continue until the position is filled.  Please include your cover letter and resume with your application. 

Canisius College, a Catholic and Jesuit University, has as its foundation the fundamental values of academic excellence, leadership, faith and social justice.  Canisius is committed to educating and preparing men and women to become leaders in their professions and their communities, and in service to humanity.  The college is an equal opportunity employer committed to recruiting, supporting, and fostering a diverse community of outstanding faculty, staff and students.         

Compensation and Benefits:

This is a full-time, 12-month position. Benefits are available the first of the month after the full-time employee’s date of hire and include – health, dental and vision insurance, life and long term disability insurance, and retirement plan enrollment is available to full-time employees with contribution from College after one year. Tuition benefits are also available for full-time employees and their qualified dependents.

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Applications close:

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