The University of Virginia Division of Student Affairs invites applications for an exciting opportunity within the Division – Assistant Director of Event Management. The University’s mission to develop engaged citizen-leaders is the foundation of the Division of Student Affairs work, which is guided by six core values – academic rigor, diversity and inclusion, health and wellness, honor, public service, and student self-governance. The Division consists of over 200 employees all working together, for and alongside students, to create the distinctive student experience for which UVA is known.
Reporting to the Director for Student Engagement, the Assistant Director for Event Management (EM) is responsible for the direct oversight, supervision, and planning for all aspects of the Event Management area. This role provides direct supervision to all full-time staff members and indirect supervision of all student staff members on the EM team.
The University of Virginia’s Division of Student Affairs Office of Event Management helps the UVA community achieve their event goals by providing the place, resources, and connections needed to safely and thoughtfully bring people together. Specifically, supporting nearly 10,000 reservations for student organizations and departments in Newcomb Hall, UVA’s hub for student life, several satellite spaces, and academic classrooms after 5pm and on weekends. Learn more about UVA Event Management at https://www.events.studentaffairs.virginia.edu.
Supervision & Planning
Directly supervise 3 full-time staff members – two event managers and one event operations manager
Indirectly supervise up to 50 student staff – roughly 10 student event planning assistants, and 40 student event operations assistants
Hire, train, evaluate, and provide professional development for direct reports, and ensure proper support for indirect reports
Set clear expectations and goals for staff and their responsibilities, including how their work supports the success of the team
Use constant assessment and reporting to develop both long- and short-term plans for growing the success of the team and the services provided.
Oversee all reservations and Requests (within EM venues)
Serve as main administrator of EMS (Event Management System)
Assign events and event clients to Event Managers and Student Event Planning Assistants to coordinate logistics and ensure policy compliance
Oversee event operations including setup, service, and building information team
Ensure collaboration and communication with departmental partners including AV, building facility management, catering, housekeeping, risk management, etc.
Manage escalated customer service concerns
Oversee all post event billing in consultation with Divisional finance team.
Student and Staff Development
Work with both full-time and student staff to develop and continuously improve student staff trainings that provide the necessary knowledge, skills, and abilities to excel in their roles and beyond
Ensure ongoing professional development is provided to student staff that helps prepare them for life after their roles within EM
In conjunction with the Office of Student Engagement and Student Council provide training to Student Organizations leaders on Grounds on the event planning best practices and policies.
University & Divisional Event Coordination
In conjunction with other Division of Student Affairs administrators, assist high-profile University-wide event coordination efforts
Work to be in close communication with safety, security, and risk management partners for large events to make sure venue and Event Management position and responsibilities are clear.
Policy and Administration
In conjunction with the Director for Student Engagement and Divisional Leadership set and interpret event policy and procedures that setup event clients for safe and logistically practical events
Working with Director for Student Engagement manage budget for Event Management to ensure proper spending and allocation of budgeted funds
Serve on University and Divisional committees as needed.
Education: Master’s Degree, additional experience can substitute for this Masters
Experience: At least 3 years of relevant work experience,
Experience in an event management/planning office, student union/university center, or event/conference facility preferably at a college or university
Demonstrated commitment to diversity, equity, and inclusion
Extensive work in direct customer service support roles
Developed ability to supervise and work alongside students and student leaders within a highly student self-governed environment.
Understanding of student development, identity development, intersections, and complexity of social identities.
Strong oral and written communication skills.
Ability to coordinate resources, evaluate information, and identify alternative solutions.
Attention to detail with excellent organizational skills, including proven ability to handle multiple projects simultaneously, determine priorities, and meet deadlines.
Ability to work independently and as part of a team, and to develop mutually beneficial relationships with various University partners.
Personal characteristics including innovation, creativity, the ability to work with diverse groups of people, being a self-starter who can thrive in an environment that is developing, growing, and changing.
Education: Master’s degree in higher education administration, marketing, business or related field
3-5 years of work experience within the event scheduling and management field
Direct experience with EMS, 25Live, Social Tables, or similar event scheduling software
Basic technical knowledge of audio-visual equipment and building management/event setup techniques
Experience with leading, hiring, training, and managing a team of either full-time or part-time staff
Compensation and Benefits:
The hiring range for this position is $55,000.00-$65,000.00, commensurate with qualifications and experience. Employment is contingent on successful completion of a background check. This is an exempt-level position with UVa benefits. Employees’ benefits package highlights include:
22 days of paid time off, increasing with service; 13+ paid holidays each year, in addition to paid time off
Parental and Community Service Leave
Health plan with options to meet healthcare and financial needs available immediately
Competitive retirement benefits
Tuition and professional development benefits after six months of employment
Employee wellness program featuring activities to earn up to $500/year.
About Charlottesville and UVA:
Consider working on the beautiful Grounds of the historic University of Virginia. Located in the thriving and growing city of Charlottesville, Virginia, UVA is a world class institution with nationally ranked schools and programs, diverse and distinguished faculty, a major academic medical center and proud history as a renowned research university. Charlottesville is nestled in the heart of the Blue Ridge Mountains on the edge of Shenandoah National Park, while also being just 2.5 hours to Washington, DC and 3 hours to the ocean. Charlottesville is home to a seemingly endless array of award-winning restaurants, wineries, attractions, schools, and businesses to keep you and your family entertained, educated, and well fed for years to come. Learn more about all CVille has to offer.
Please apply through Workday, search for R0052365, and complete an application online. Internal applicants please search "Find Jobs" in Workday. Include the following documents:
A cover letter
Contact information for three references (name, email address, telephone number, and address).
The position is open until filled and review of applications will begin in mid-September. Please note that multiple documents can be uploaded in the "Resume" box. Applications that do not contain all of the required documents will not receive full consideration. References will be completed via UVA’s standardized process SkillSurvey. A total of five references will be requested via SkillSurvey during the final phase of the interview process. A minimum of three is required. For questions about the application process, please contact Michele Jarman, Academic Recruiter.
This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.
The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library,are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.
The University of Virginia is an iconic public institution of higher education, boasting nationally ranked schools and programs, diverse and distinguished faculty, a major academic medical center, and proud history as a renowned research university.
In January of 1819, the Commonwealth of Virginia’s General Assembly chartered what would become the University of Virginia. Entering our third century, the University has served Virginia, the nation, and the world by: educating responsible citizen-leaders; advancing, preserving, and disseminating knowledge; and providing world-class patient care. These responsibilities are enduring and continue to inspire our efforts.
The UVA Health System is renowned for providing outstanding patient care, educating tomorrow's health care leaders, and discovering new and better ways to treat diseases. The UVA Medical Center and Physicians Group, School of Medicine, and School of Nursing are recognized for their excellence in patient care, education, and research.
At UVA, we offer a rich collection of benefits, which have long been recognized and valued for their comprehensiveness and competitiveness in the market. In addition to a robust array... of traditional benefits such as health care, time off, and retirement, UVA offers an array of other benefits and services to support faculty, staff, and UVA Health team members with their personal and family needs.
We are committed to a policy of equal opportunity for all persons and welcome diversity in all forms. For more information on the University of Virginia and the surrounding area, visit our Why UVA (https://hr.virginia.edu/careers-uva/why-uva) and Why Charlottesville (https://hr.virginia.edu/careers-uva/why-charlottesville) webpages