Colleges of the Fenway Position Opening at Colleges of the Fenway in Boston, Massachusetts

GENERAL STATEMENT OF DUTIES: The Assistant Director, College and Visiting Events interacts regularly with the college community and visitors and plays a key role in the planning and execution of campus wide events including Commencement and Orientation. This position manages the Student Event Setup program. Some evening, weekend and holiday work will be required.

SUPERVISION RECEIVED: Reports to the Director of College and Visiting Events

SUPERVISION EXERCISED: The Assistant Director, College and Visiting Events supervises Student Trust Fund employees assigned to the Student Event Setup team. In the absence of the Director, the Assistant Director is also responsible for the supervision of any work-study students, interns, volunteers or other temporary employees of the department of College and Visiting Events.

DUTIES & RESPONSIBILITIES: 1. Coordinate with Event Sponsors to define program goals and implementation plans, ensuring compliance with use guidelines and college policies 2. Coordinate and execute event support with internal offices such as Facilities, Public Safety, Technology, Academic Student Government Association, Academic Departments, and other outside vendors (catering, rental procurement) 3. Implement and manage Student Event Setup program. Recruit, train, supervise and provide feedback on student employees; ensure program goals are achieved 4. Assist with event expense tracking and coordinate receiving/processing vendor invoices; coordinate estimates and invoices of external parties for college space rental 5. Serve as secondary point of contact for external groups; perform event intake to determine program feasibility; conduct site tours for prospective clients 6. Utilizes Event Management System (EMS) for centralized scheduling, event registration and execution 7. Write and prepare general correspondence, compile data sources, and coordinate mailings of various sizes, including event invitations, announcements, and catalogues/programs 8. Coordinate Complex Event Advising meetings 9. Provide on-site event support as needed 10. Coordinate volunteers and student workers for event support 11. Provide assistance and guidance to other college department events as assigned 12. Ensure that affirmative action, equal opportunity, and diversity are integrally tied to all actions and decisions for which they are responsible and which fall within the scope of the Affirmative Action/Equal Opportunity/Diversity Plan 13. Support the following events:

Commencement Orientation Admissions Events (Fall Preview and Accepted Students Days) Institutional Events (Opening Day, Majors Day, MassArt Days) Other events as assigned 14. Perform other duties as assigned.

Required Minimum Requirements: 1. Bachelor?s Degree 2. Four plus (4+) years of event planning, project management or equivalent relevant experience 3. Ability to lift 15 lbs. and to sit or stand for extended periods of time 4. Ability to work evenings, weekends and holidays as required

Other Considerations: 1. Experience in Event Planning, preferably within a Higher Education environment 2. Knowledge of room/event scheduling software, particularly Event Management Systems (EMS) 3. Strong and effective verbal, written, and telephone communication skills 4. Strong interpersonal skills and the ability to work with and serve a diverse community of constituents, including students, faculty, staff, alumni, college partners, and the community at large 5. Ability to maintain composure under pressure, to adapt quickly and effectively to change and the shifting of priorities and program goals 6. Ability to work independently and assume responsibility for their work 7. Ability to effectively multitask and manage a variety of projects to meet deadlines 8. Proficient in Microsoft Office and database/content management systems

Date Posted: 11/19/2018