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Assistant Director of Academic and Ceremonial Events

Apply now Job no: 492763
Work type: Exempt Staff
Location: Gambier, OH

Kenyon College is conducting a search for a qualified candidate to fill the position of Assistant Director of Academic and Ceremonial Events. Under the leadership of the Director of Campus Events, the Assistant Director is a member of the Office of Campus Events and is responsible for overall management of academic and ceremonial events, including Opening Convocation, Founders’ Day, Honors Day, Baccalaureate, and Commencement. In collaboration with the Director, the Assistant Director will help to coordinate the details of Faculty Lectureships.

Closely related to academic events are events hosted by campus partners, including the Office for Diversity, Equity and Inclusion, as well as the Office for Civil Rights, among others. The Assistant Director will assist these campus partners with the coordination and execution of their major events. In addition, this position will assist the Director with maintaining ongoing communication with other departments across campus that host events for targeted populations.

Responsibilities of this position include in-person, virtual and hybrid event design, development, planning, and direction of ceremonies; event logistics; hiring and supervising student workers; facilitation of event contracts; management of event budgets in consultation with the Director; establishing and achieving event goals; event assessment and debrief with all applicable parties, internal and external; and the coordination of communication to participants. The incumbent works with all event stakeholders, including high-level campus partners and administrators to coordinate and manage the intricate process of planning and executing all related events. The position requires professionalism, diplomacy, the ability to collaborate, strong organizational skills, attention to detail and flexibility.

This position may be asked to assist other members of the office with implementation of campus events during non-peak times for academic and ceremonial events and/or take on special projects during the academic year.

Essential Functions

  • Coordinate, promote, and execute five major campus ceremonies: Opening Convocation, Founders’ Day, Honors Day, Baccalaureate, Commencement
  • Assist with the coordination of Faculty Lectureships
  • Assist campus partners including the Office for Diversity, Equity and Inclusion, the Office for Civil Rights, etc., with the planning and execution of major events
  • Assist with the coordination of events hosted by other divisions and departments across campus, including Admissions and College Relations
  • Develop and maintain relationships with outside service providers including photographers, videographers, caterers, rental agencies, production companies, etc.
  • Provide on-site assistance for events and excellent customer service
  • Contact and secure the services of logistical support providers for events in this portfolio
  • Arrange appropriate communications about events
  • Assist with generating and distributing invoices, paying bills, managing rental contracts, making deposits, and building project estimates/budgets
  • Responsible for knowledge of campus building details such as classroom capacity, A/V equipment, equipment storage, etc., and overseeing the inventory of ceremonial supplies
  • Assist other members of the office with implementation of summer programs during peak periods
  • Hire/train/supervise student workers and, when appropriate, interns
  • Be available during events to handle emergencies and last-minute details
  • Other duties as assigned

Knowledge, Skills, Abilities and Success Factors

  • Ability to establish and maintain positive working relationships with faculty, staff, student workers, service providers, and external constituents
  • Professional attitude and demeanor
  • Strong organizational skills with an ability to manage large, time-sensitive projects
  • Excellent judgment and decisiveness, high integrity, enthusiasm, diplomacy, and tact
  • Ability to conceptualize and prioritize objectives
  • Ability to remain calm under pressure and attend to last minute issues with decisiveness
  • Highly developed interpersonal skills and political acumen
  • Excellent verbal and written communication skills to effectively communicate with diverse populations
  • Exceptional customer service skills with demonstrated competency in budget management, cost accounting, vendor negotiations, and vendor relationships

Working Conditions

Work is generally performed in an office environment and requires the ability to operate standard office equipment, as well as the ability to sit for long periods of time. The ability to lift boxes or items 20 pounds or less and move tables and chairs when necessary for events is required. The ability to obtain College driver certification is desirable. The employee will be dependable, flexible and willing to attend major events, be on-call, and work a varying schedule that will include evenings, weekends and college breaks.

Kenyon College is a nationally prominent, private liberal arts college where academic excellence goes hand in hand with a strong sense of community and close relationships among students and professors.

Compensation and Benefits

Salaries at Kenyon are competitive and commensurate with experience. In addition to an attractive salary, Kenyon offers benefits for employees and their family members. Children of employees are eligible for 100% tuition waivers at Kenyon, and through the Great Lakes Colleges Association, children of employees are eligible for 85% tuition waivers at fifteen other of the nation's finest liberal arts colleges.

We also offer health and dental insurance, TIAA retirement, and many other benefits, including provisions for a spouse, families, and domestic partners. Details about benefits as well as conditions of employment are described more fully in our Staff Handbook.

Kenyon is a unique place to live and work. To discover why it should be your next home, click here.

Kenyon College is an equal opportunity employer and applications from members of all underrepresented groups are encouraged. It is the College's policy to evaluate qualified applicants without regard to race, color, national origin, ancestry, sex, gender, gender identity, gender expression, sexual orientation, physical and/or mental disability, age, religion, medical condition, veteran status, marital status, or any other characteristic protected by institutional policy or state, local, or federal law. Kenyon College has a strong commitment to supporting diversity, equity and inclusion. Please visit our Diversity at Kenyon website.

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