Senior Associate Director of School Ceremonies – University Advancement

Position Summary
Reports to the Director, Commencement and Convocation. The role of the Senior Associate Director of School Ceremonies is to plan and implement key university ceremonies designed to cultivate, maintain and strengthen student, alumni, parent, and friend ties to the University. Oversee or assist with all aspects project management and planning for assigned events.

Job Description

Primary Duties and Responsibilities

• Work with school and unit liaisons to plan university ceremonies, including but not limited to: Commencement school ceremonies and Convocation events. Work with selected internal and external vendors to coordinate event arrangements, and manage the planning and logistical details for assigned university ceremonies. Make decisions on event specifics including menu, audio-visual, program, décor, etc. Investigate and resolve discrepancies with terms of the contract. Must be able to perform these tasks simultaneously for multiple events.    
• Work with the Director, Commencement and Convocation to provide expert oversight and management to create or assist with the communications related to the ceremonies (including school ceremonies), determining appropriate communication lists, working to outline programs and speakers, overseeing logistics including locations, rooms, tents, AV, catering, outside vendors, etc., handling communications with university leadership (Chancellor, Deans, Provost, Executive Vice Chancellor), speakers, and providing other assistance as necessary. 
• Provide university leadership and planning committees with cost estimates and budget parameters. Manage cost control for university and cross department events, in collaboration with the Director, Commencement and Convocation, Executive Vice Chancellor of Special Events and University Ceremonies, and school partners. Make purchasing decisions based on experience with previous events and under the guidance of the Director. This includes performing analysis and making recommendations on event related decisions. 
• Research potential new vendors to determine suitability for the event at hand, and present recommendations to Director. Negotiate contract terms with vendors and investigate and resolve any found discrepancies within the terms and agreements of the contract. 
• Work closely with Director of Commencement and Convocation to ensure that protocols and standards are met. 
• Other duties as assigned by the Director, Commencement and Convocation, and Executive Director of Special Events and University Ceremonies. Provide on-site support for University Advancement Special Events.   

Preferred Qualifications

• Advanced degree.
• Experience with event management and financial management experience.
• Prior experience in budgeting and forecasting.
• Prior experience working with a nonprofit organization, preferably in development/advancement for an institution of higher education.
• Strong interpersonal and organizational skills, preferably in event logistics; ability to resolve conflicts with vendors regarding logistical details of events.
• Possess problem-solving skills in dealing with a fast-paced, complex organization with the ability to be flexible and adapt to a changing environment.
• Enthusiasm for the mission of Washington University, matched by a desire to reflect its excellence. 
• Superior written and oral communication skills.
• Strong proofing skills and excellent attention to detail.
• Possess the ability to adapt to a fast-paced, changing environment.
• Ability to effectively work fairly independently, within a larger, team-oriented environment.
• Ability to work collegially and build effective relationships with University Advancement staff and across the University.
• Ability to listen and learn. 
• Ability to prioritize and balance multiple projects at once.
• Professional individual with knowledge of University systems and personnel.
• Strong work ethic, a sense of commitment, and personal initiative are integral to this role.
• Ability to handle sensitive, confidential information appropriately.
• Proficiency with computer applications such as Microsoft Office Suite and Filemaker Pro.

Required Qualifications

• Bachelor’s degree.
• Minimum of three to five years of related experience.

Grade
G13

Salary Range
$63,900.00 – $109,100.00 / Annually

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one’s qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Pre-Employment Screening
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement
Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of benefits.

EEO/AA Statement
Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

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