Job Details

Associate Director, Event Coordination and Commencement
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Position Number: 6052630
Location: Kennesaw, GA
Position Type: Conference and Events Administration

Associate Director, Event Coordination and Commencement

Job ID: 282219
Location: Kennesaw, Georgia
Full/Part Time: Full Time
Regular/Temporary: Regular

About Us

Are you ready to transform lives through academic excellence, innovative research, strong community partnerships and economic opportunity? Kennesaw State University is one of the 50 largest public institutions in the country. With growing enrollment and global reach, we continue to expand our institutional influence and prominence beyond the state of Georgia. We offer more than 190 undergraduate, graduate, and doctoral degrees to empower our 47,000 students to become thought leaders, lifelong learners, and informed global citizens. Our entrepreneurial spirit, high-impact research, and Division I athletics draw students from throughout the region and from more than 100 countries across the globe. Our university's vibrant culture, career opportunities, rich benefits, and values of respect, integrity, collaboration, inclusivity, and accountability make us an employer of choice. We are part of the University System of Georgia. We are searching for talented people to join Kennesaw State University in our vision. Come Take Flight at KSU!

Location

Our Kennesaw campus is located at 1000 Chastain Road NW, Kennesaw, GA 30144. Our Marietta campus is located at 1100 South Marietta Parkway, Marietta, GA 30060.

Job Summary

Responsible for supervising the event coordination team and all campus reservations from faculty, staff, and departments. Responsible for planning, managing, and organizing commencement ceremonies and providing assistance with internal operations. Facilitates weekly meetings with an events team to discuss events, problem-solve issues and prepare weekly reports. Reviews and updates operational systems and ensures compliance with regulations and internal policies and procedures.

Responsibilities

KEY RESPONSIBILITIES:
1. Oversees the planning, organizing and management of internal events and supports external event initiatives (i.e., conferences, fundraisers, career fairs, employee appreciation days, orientations, benefit fairs, alumni and retiree ceremonies and receptions)
2. Supervises, schedules and trains Event Manager and Event Coordination Staff
3. Coordinate, organize, and execute all commencement ceremonies at both Fifth Third Bank Stadium and Convocation Center, working closely with the Office of the Registrar, and ensuring a VIP experience for Cabinet, Graduates, Faculty, and Guests
4. Coordinates timeline for commencement, organizes weekly and monthly planning meetings, coordinates volunteers, and facilitates all logistics with campus support groups (Public Safety, Building Services, Grounds, Alumni, Student Affairs, Venue Management, Athletics, Parking, Disability Services, etc.)
5. Maintains relationships with campus departments to champion Space Prioritization
Procedure and ensure compliance with university policies
6. Serves as a resource for clients, co-workers, new employees, and campus community
7. Coordinates logistical arrangements with campus support groups
8. Produces contracts and invoices and monitors the collection of fees; provides payment information per set guidelines
9. Monitors event dashboard and ensures event requests and other notifications are processed timely
10. Provides on-site support including after-hours and weekend events
11. Supports University and Department events as assigned
12. Manages crowd control for onsite events ensuring all exits are clearly marked and clear of any obstructions, any volunteers on-site are briefed of emergency plan and other safety information, as appropriate
13. Oversees and/or assists with event set-up as needed
14. Maintains training manual, processes, and procedures for event coordination

Required Qualifications

Educational Requirements
Bachelor's degree from an accredited institution of higher education or related experience or an equivalent combination of relevant education and/or experience

Required Experience
Five (5) years of related work experience

Preferred Qualifications

Additional Preferred Qualifications
Certification in Event Planning and/or Venue Management field(s) (e.g., CMP, CMM, CVP, CCEP)
Membership in one or more relevant professional associations, i.e., IAVM, MPI, ACUI, ACCED-I

Preferred Educational Qualifications
An advanced degree from an accredited institution of higher education in a related field

Preferred Experience
Experience with EMS (or similar space reservation or management system)
Experience with AutoCAD
Previous management or supervisory experience

Proposed Salary

The minimum of the salary range is $63,840. Offers are based on relevant experience. Comprehensive benefits to include Medical, Dental, Vision, 13 paid holidays, vacation, generous retirement plans, tuition waiver, wellness options, and much more! Visit hr.kennesaw.edu/benefits.

Knowledge, Skills, & Abilities

ABILITIES
Able to provide management level presence and composure
Able to make strategic decisions
Able to represent the team with leadership
Able to support and represent leadership to staff and university
Able to be flexible when handling changing priorities
Able to handle multiple tasks or projects at one time meeting assigned deadlines

KNOWLEDGE
Knowledge of event planning processes

SKILLS
Excellent interpersonal, initiative, teamwork, problem solving, independent judgment, organization, communication (verbal and written), time management, project management and presentation skills
Proficient with computer applications and programs associated with the position (i.e., Microsoft Office suite, online scheduling software)
Strong attention to detail and follow up skills
Exceptional customer service skills with the ability to cultivate partnerships
Strong phone and e-mail etiquette

USG Core Values

The University System of Georgia is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653.

Equal Employment Opportunity

Kennesaw State University is an Equal Employment Opportunity Employer. The University is committed to maintaining a fair and respectful environment for living, work and study. To that end, and in accordance with federal and state law, Board of Regents policy, and University policy, the University prohibits harassment of or discrimination against any person because of race, color, sex (including sexual harassment, pregnancy, and medical conditions related to pregnancy), sexual orientation, gender identity, gender expression, ethnicity or national origin, religion, age, genetic information, disability, or veteran or military status by any member of the KSU Community on campus, in connection with a University program or activity, or in a manner that creates a hostile environment for members of the KSU community.

For additional information on this policy, or to file a complaint under the provisions of this policy, students, employees, applicants for employment or admission or other third parties should contact the Office of Institutional Equity at English Building, Suite 225, eeo@kennesaw.edu

Other Information

This is a supervisory position.
This position does not have any financial responsibilities.
This position will not be required to drive.
This role is not considered a position of trust.
This position does not require a purchasing card (P-Card).
This position may travel 1% - 24% of the time

Background Check

Standard Enhanced
Education

Per the University System of Georgia background check policy, all final candidates will be required to consent to a criminal background investigation. Final candidates may be asked to disclose criminal record history during the initial screening process and prior to a conditional offer of employment. Applicants for positions of trust with screening
results which confirm a disqualifying criminal history will be immediately disqualified from employment eligibility.

All applicants are required to include professional references as part of their application process. Some positions may require additional job-based screenings such as motor vehicle report, credit check, pre-employment drug screening and/or verification of academic credentials.

https://www.usg.edu/hr/assets/hr/hrap_manual/HRAP_Background_Investigation_Employment.pdf

To apply, visit https://careers.hprod.onehcm.usg.edu/psp/careers/CAREERS/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=43000&JobOpeningId=282219&PostingSeq=1