Department: Norris University Center Admin Salary/Grade: EXS/6
This job exists to help educate the students, engage the community and enrich the Northwestern experience. Under the supervision of the Director of Operations and Events of the Norris University Center, this position is responsible for the overall vision, planning and successful execution for events and conferences in the Norris University Center and its performance and satellite venues. The Assistant Director supervises a staff of four full-time employees responsible for event and conference planning consultation, oversight of event and catering billing, outdoor event support, and additionally, fosters purposeful partnerships with the production staff, technical services staff, performance and satellite venues staff, Northwestern Catering, and programming and recreation staff. This position represents Norris on several campus wide committees and coordinates the department’s advanced scheduling process each quarter.
Manage the vision and planning for all events and conferences coordinated through Norris University Center including the spaces in the Norris Center, Cahn Auditorium, the Guild Lounge, Shanley Hall, Ryan Auditorium, the Great Room, Performance Hall, outdoor locations, promotional spaces, and additional spaces as required. Using a mission-focused approach, oversee all events taking place through the Norris University Center planning process. Attend events that require management on-site. Respond to any immediate production request or concern, and successfully resolve client complaints or concerns. Assess processes and data to evaluate events planning and make recommendations and changes.
Foster purposeful partnerships with campus partners and clients to plan large-scale events in the facilities, or large events with special needs, including Commencement, Homecoming, Alumni events, summer conferences, outdoor events, Development Office, President’s Office, Board of Trustees, and Admissions. Advance social justice ideals through the events-scheduling process.
Hire, train, supervise and evaluate staff in consultation with the Director. Supervise exempt staff, non-exempt staff as well as student employees working in event planning. Train and provide supervision to student employees to intentionally build organizational health. Work collaboratively with Event Production staff and Catering to oversee all functions for successful events.
Serve as one of two administrators for room scheduling software. Maintain relationships with Student Affairs IT and software vendor, assist colleagues with software needs and questions, develop relationships with other campus schedulers to improve campus-wide scheduling.
Monitor the billing/invoicing charges of all rentals and services for the Norris University Center spaces and associated events. Provide all information to the Norris Business and Finance team to allow for proper billing/invoicing of all spaces, services and rentals. Track all income and expenses for services and events related to event business to optimize resources. Assist the Director in preparing annual events budget. Adhere to approved budget; maintain comprehensive financial records.
Foster purposeful partnerships with the Norris Center Advisory Board, event production staff, facilities staff, technical staff and catering staff in the Norris University Center.
Participate in departmental initiatives, committee work and special projects as requested and as appropriate to the position. Perform other related duties as assigned.
Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
2 years special events, development, marketing, sales or the equivalent experience is required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Demonstrated experience in the following areas: professional staff supervision, event planning (including reservation software), goal setting and policy development.
Interpersonal skills which facilitate successful relationships working with a wide variety of people.
Verbal and writing skills necessary to articulate and implement goals and action plans for staff and to interpret Norris Center policies and procedures to the University community.
Building a sense of community and comradery among both student and full-time employee teams
Ability to work in a fast-paced environment under tight deadlines.
Strong organizational and problem-solving skills.
Ability to work in a professional manner using both self-direction and team focus.
Desire to deliver high quality customer service in a University setting.
Masters of Education (Student and College Personnel, Counseling, Student Affairs, or relatable field of study)
Administrative and supervisory experience in a college union preferred.
Knowledge or course work in event coordination or hotel/restaurant/facilities management helpful
Preferred Competencies: (Skills, knowledge, and abilities)
Association of College Unions International Competencies:
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