Assistant Director, Events and Conference Services
The Assistant Director of Events and Conference Services is a highly visible position at the University and is responsible for presenting and maintaining high quality, dependable audio-visual and technical support for meeting and events occurring at the University. This position will develop and maintain positive relationships with various constituents, including University faculty, staff, students, alumni, and guests, external vendors, and other University business partners. This position is responsible for all technical aspects and operations of meetings and events, training competent student staff, and equipping other departmental professional staff to manage the basic functions of the equipment in various other campus venues, including outdoor venues. The successful candidate will also oversee the general building management of the Pryzbyla Center to include coordinating with facilities for routine maintenance needs and the repair and replacement of furniture and equipment. The Assistant Director may also be called upon to consult on larger University projects that require a high level of technical expertise. This is a hybrid position and the candidate can work up to two days a week at home following probationary period.
- Oversee, maintain, and ensure reliable performance of all audio-visual and other technical equipment in the University Center (Pryzbyla Center), including permanently installed components and equipment that is used in the facility on a temporary basis.
- Coordinate with University and external event planners to plan and execute high quality events in various campus venues. Serve as consultant to external vendors for sound, lighting, and other technical specifications. Coordinate technical support for major University events and major one-off University functions. Advise student organizations when requested to assist them in producing successful events.
- Coordinate repair and replacement of technical equipment in the Pryzbyla Center. Plan strategically, and in consultation with other professional staff, for taking components/systems offline for repair/replacement, communicating in advance and clearly to all those impacted by service disruptions. Appropriately consider life expectancy of equipment components in coordination with short- and long-term budgetary impact and planning. Maintain 3-5 year equipment replacement schedule and make recommendations when requested regarding opportunities for investment in new technology.
- Coordinate the repair and replacement of Pryzbyla Center furniture and equipment. Manage routine maintenance needs through coordination with the Facilities Department
- Assess the audio-visual/technical needs of clients utilizing space in the Pryzbyla Center. Make appropriate recommendations that will maximize the success of the event being planned. Establish and cultivate relationships with external service providers and be prepared to make recommendations to both internal and external clients for event support.
- Develop, coordinate, and deliver training to other professional staff and students in the Office of Events and Conference Services to ensure a baseline level of expertise across the department.
- Manage equipment licensing, maintenance, and warranty agreements as appropriate, and make recommendations based on cost/benefit analysis of proposed agreement.
- Serve as primary liaison to Technology Services for all technical-related projects and equipment related to the Pryzbyla Center. Coordinate support for scheduled meetings and events, both during the regular academic year and during the summer in support of scheduled conference activities. Serve on committees and workgroups as requested in support of improving University services and capabilities.
- Support summer conference program as both a consultant to other departmental professional staff relating to writing of contracts for conference groups requiring technical support. Make recommendations for space usage based on identified and stated needs of sponsoring organization. Research equipment rental options if necessary, utilizing approved University processes and procedures.
- Serve as critical team member for the Office of Events and Conference Services and the Division of Student Affairs. Participate as requested in departmental and division meetings and events, some of which may occur after regular business hours and/or on weekends. Set a professional example to student staff and all clients through performance, attitude, appearance, and ability to function calmly in stressful situations.
- Supports and coordinates event and conference needs for an assigned group of customers.
- Train and evaluate student staff that will serve as an extension of the Assistant Director and manage event set-ups and break-downs, equipment testing and operation, and client interactions when appropriate. Make educated decisions regarding which projects and events are entrusted to student support, and which require direct professional staff supervision. Maintain a comprehensive and up-to-date operational manual for that is easily accessible for all student and professional staff.
Associate/Bachelor's Degree required with at least two (2) years of experience in using different audio/visual technology working in a student union/center environment strongly preferred. Technology project management and supervisory experience preferred. Experience designing events that include lighting, sound and video. Ability to troubleshoot events in the moment sometimes under stressful conditions.
Knowledge of and experience using and implementing, the following technologies:
* A/V projection.
* A/V control and switching products.
* Video conferencing software (hybrid events) and services, including integration with learning management environments.
* Experience with video editing
* Event planning experience
* Technical certifications a plus
* Control booth operation (mixing consoles, projection, lighting, wireless audio).
* Software product installation in a managed Microsoft Windows environment.
* Microsoft Office 2007/2010 applications Word, Excel, PowerPoint, Outlook and Project.
Experience using and implementing video conferencing software, space scheduling software, conference scheduling/tracking software desirable.
Possession of current and valid U.S. driver's license appropriate to the type of university vehicle and an acceptable Motor Vehicle Driving Record (MVR) as stipulated in the Vehicle Guidelines and Procedures Manual administered through the Office of Environmental Health and Safety (EHS). Annual clearance of MVR check through EHS.