Full Job Description
Kenyon College is conducting a search for a qualified candidate to fill the position of Assistant Director of Summer Programs and External Client 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 coordination and execution of summer programs and external client events.
The implementation of summer programs includes, but is not limited to, contract execution and management; coordination of all on-campus logistics and services; hiring, training and supervising of student assistants; soliciting new business; and representing the College at professional events. Closely related to the execution of summer programs is the oversight of minors on campus, which the Assistant Director will coordinate for those involved in summer programs, athletic programs, music lessons, admissions programs, etc.
This position will also manage campus events for external clients (individuals and organizations) and work with on-campus constituencies to execute these events. Event management responsibilities include, but are not limited to event planning and execution; achieving event goals; event assessment and debrief; management of event budgets in consultation with the Director; and coordination of communication about events with service providers and others.
This position may be asked to assist other members of the office with implementation of campus events during non-peak times for summer programs and/or take on special projects during the academic year.
The Assistant Director works with all event stakeholders, including campus partners and administrators to coordinate and manage the intricate process of planning and executing all related programs and events. The position requires professionalism, diplomacy, the ability to collaborate with individuals and teams, strong organizational skills, attention to detail, time management, mentoring and flexibility.
- Coordinate and execute all aspects of the summer programs on campus, including contracting, insurance, housing, catering, parking, signage, media, safety, maintenance services, technology, etc.
- Serve as the main contact for all details related to events with external clients, including coordination, contracting, insurance, catering, parking, signage, media, safety, building services, etc.
- Provide on-site assistance for programs/events and guests, promoting excellent customer service.
- Secure the services of logistical support providers (internal and external) for events in this portfolio.
- Assist other members of the office with implementation of campus events during non-peak times for summer programs.
- Be available during summer programs and events to address emergencies and last-minute details.
- Hire/train/supervise student workers and, when appropriate, interns.
- Arrange appropriate communications about events.
- Assist the Director with developing event and conference estimates and budgets.
- Manage rental contracts, generate and distribute invoices, pay bills, make deposits, and work with Director on budget forecasting.
- Responsible for knowledge of campus building details such as classroom capacity, A/V equipment, equipment storage, etc., and overseeing the inventory of supplies for summer programs.
- Other duties as assigned, including assisting the Office of the President with all-campus events (e.g., Opening Ceremony, Years of Service, etc.), special events/speaker, and other events.
Knowledge, Skills, Abilities and Success Factors
- Ability to establish and maintain positive working relationships with faculty, staff, service providers, and external constituents.
- Professional attitude and demeanor.
- Strong organizational skills with an ability to manage multiple 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 issues and emergencies with decisiveness.
- Highly developed interpersonal skills and political acumen.
- Excellent verbal and written communication skills to communicate effectively with diverse populations.
- Exceptional customer service skills with demonstrated competency in budget management, cost accounting, vendor negotiations, and vendor relationships.
- Ability to position and sell campus facilities/services to outside clients.
- Advanced knowledge of/comfort using Microsoft Office and G Suite by Google required; familiarity with EMS preferred.
- 4-6 years of conference and/or event planning or related experience, especially at academic institutions, is preferred.
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/CREF 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.
Advertised: Eastern Daylight Time
Applications close: Open until filled