Assistant Director of Events

Position Summary:       

Under the direction of the Director of Events, the Assistant Director of Events will manage aspects of the planning, implementation, and execution of event logistics for campus events and ceremonial occasions including commencements and convocations.

This position has extensive contact with external vendors to schedule and provide services needed to implement successful events. Working with and providing exceptional customer service to various on campus departments in executing the logistics of events is also a key aspect of this role.

This position serves on COCO (The Committee on Ceremonial Occasions) and works closely with the AVP of Events on Commencement communications and logistics.

Position Responsibilities:

• Responsible for coordinating on and off campus events
• Schedules high profile events in 25 LIVE
• Review academic and events calendar and schedule dates for special events
• Strategize to develop timelines and efforts to streamline event management
• Assumes responsibility to ensure issues/concerns will be addressed and monitors them through conclusion
• Oversee preparation of printed materials and invitations in coordination with relevant departments
• Liaise with event venue staff to ensure proper execution and set-up of registration areas, coat-check, cocktail reception area, etc.
• Work with directors to identify appropriate vendors and negotiate product quotes.  Order products as necessary and follow-up on orders
• Assists with 25LIVE User Trainings, general troubleshooting issues and account creation
• Assists with running monthly event billing reports and ensuring their accuracy before submitting to University Operations
• This position works nights, weekends and holidays as needed

Undergraduate School Commencement Duties:  

• Assist the AVP with logistics of the main Commencement ceremony
• Managing communication timeline to students, faculty and guests
• Oversees RSVP lists of various constituents
• Oversees owned academic attire inventory
• Responsible for populating and updating the Commencement website
• Maintains Deans & Directors List
• Assist with budgeting and arranging payment with vendors
• Coordinating video assets: communicating with those that are being filmed, setting up spaces for filming, etc.

Graduate School Commencement Duties:  

• Overseeing the logistics of nine graduate school Commencement ceremonies
• Managing communications and logistics with vendors and graduate schools
• Budget oversight for grad school Commencement ceremonies
• Coordinating with graduate schools and departments for Commencement planning
• Overseeing ceremonial attire distribution
• Creating timelines and managing expectations with administrators from graduate schools
• Coordinating video and photo assets: communicating with those that are being filmed, setting up spaces for filming, photography, etc.

Experience & Educational Background:

• Bachelor’s Degree
• 5 years of experience event planning is required, preferably at a non-profit organization

Skills & Competencies:

• Knowledge of Microsoft Office Suite; knowledge of 25LIVE helpful
• Good judgment and sensitivity, and the wisdom to elevate problems—with good recommendations–to the Director of Events when necessary.
• Must be able to take initiative
• Effectively manages own time and resources. Able to multi task
• Speaks clearly and expresses self well in one-on-one conversations and groups
• Excellent writing and editing skills
• Strong organizational skills and an understanding of the big picture
• Assumes responsibility to ensure issues/concerns will be addressed and monitors them through conclusion
• Able to take ownership of events and special programs and to be proactive in anticipating problems and steering the ship in the right direction
• Ability to communicate effectively orally, by phone, in person, and in writing

Salary Range:

$68,000 – $72,000

About Us:        

Founded in 1886, Yeshiva University (YU) has a strong tradition of combining Jewish scholarship with academic excellence and achievement in the liberal arts, sciences, medicine, law, business, social work, Jewish studies, education, psychology, and more. 

We are a leading global educational institution that employs 2,000 people across our various campus locations — Wilf Campus, Beren Campus, Brookdale Center, Resnick Campus in the Bronx, the Gruss Institute in Jerusalem, the Boys High School in Manhattan and the Girls High School in Queens. From the distinguished faculty who teach here, to the dedicated staff, we work to fulfill our mission through all that we teach, by all that we do and for all those we serve.  We seek to attract and retain engaged and committed individuals who contribute to an exciting working environment, where there is a sense of community and belonging, balanced with a significant cross section of people from diverse backgrounds working and studying together.

The University offers an excellent compensation package, and a broad range of employee benefit plans, including immediate participation in the University’s retirement plan. Staff members are typically eligible for four weeks paid vacation each year and have access to a shuttle to nearby subway locations.

Equal Employment Opportunity:           

Yeshiva University is an equal opportunity employer committed to hiring minorities, women, individuals with disabilities and protected veterans.