Title

Assistant Director, Event Management

Department Summary

Bridgewater State University is an inclusive community dedicated to the lifelong success of all students, focused on the continuous improvement of its people, and responsible for leading innovation that benefits Southeastern Massachusetts, the commonwealth, and the world. Bridgewater's accessible environment of teaching and learning stimulates critical thinking, pursuit of new knowledge, and deeper understanding, the cultivation of meaningful and diverse interpersonal relationships, and fostering an appreciation for global engagement, all aimed at transforming lives and improving the human condition.

Our commitment to diversity, equity, and inclusion is reflected in our institutional values, which ensure that all students are supported and succeed.

The mission of the Department of University Events is to support the University mission and serve as a one-stop operation that follows University priorities to coordinate, support, execute and consult on meetings, events, and programs throughout campus. Successful candidates will be staff members that can work with their colleagues to help meet the mission of the Department of University Events in serving and supporting our racially and ethnically diverse campus community.

Position Summary

We are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome, and included.

The Assistant Director, Event Management provides oversight and direction to the event consultant team within University Events as well as event planning assistance to campus program sponsors and external conference clients. The Assistant Director serves as a member of the University Events leadership team and is responsible for co-sponsorship contracting with external clients.

SUPERVISION RECEIVED: Reports to the Director, University Events
SUPERVISION EXERCISED: Supervises full-time Event Consultant(s) and other seasonal conference staff as required.

This is an APA position and is subject to the terms of that union agreement.

Evening and weekend hours may be required.

Essential Duties

1. Oversight of "Event Management" area of University Events that includes providing support services for events on campus, including all aspects of the event planning process.
2. Using an equity lens, hires, trains, supervises and evaluates full-time, student and part-time staff for the support of conferences and events.
3. Assigns external conferences/events to event consultants, coordinates staff assignments and event distribution to ensure equal and equitable workload amongst Event Management staff.
4. Develops, negotiates and manages co-sponsorship process and contract generation for all programs involving BSU departments co-sponsoring events with external sponsors on the BSU campus.
5. Serve as a member of the departmental leadership team managing multiple projects related to event management including policies and procedure development. Considering equity minded practices, reviews and evaluates event related policy and procedure exception requests presented by event consultants and student staff. Maintains decision making ability and authority to approve exceptions when necessary.
6. Meets with program sponsors to discuss events and assists in the development of appropriate plans for the program implementation and evaluation based upon the stated goals including assisting program sponsors in selecting most appropriate date(s) and location(s) for programs based upon the campus calendar and requirements of the program.
7. Works with other University Events staff members to ensure accurate campus calendar information is disseminated to college community.
8. Coordinates with a diverse group of campus service providers for necessary program support services, including facilities arrangements, parking, audio-visual needs, food/beverage service, and other related needs.
9. Participates in the planning process for University events, including participation in planning meetings, assumption of specified program-related duties, and assisting event sponsor in the execution of the event.
10. Directly oversees program setup and execution for events and/or conferences as assigned.
11. Coordinates summer conference housing arrangements with the department of Residence Life and Housing; obtains relevant information from clients, including rooming lists, check-in needs, etc.; and arranges for rental of necessary services, as assigned. Coordinates use of facilities and appropriate food services for summer conferences.
12. Maintains accurate and complete record of all services, counts and expenses associated with conferences and events to ensure accurate information for billing purposes. Prepares billing summaries at conclusion of all assigned programs.
13. Develops and maintains program support resources for campus event planners, including entertainment options, equipment rental companies, florists, etc. Makes necessary contacts with these resources as appropriate.
14. Maintains event records in Event Management Systems (EMS) database. Uses EMS system to communicate event information to sponsors and service providers.
15. Assist with off hours and weekend questions & issues that may arise due to scheduled events and meetings
16. Other duties as assigned.

Required Qualifications

1. Bachelor's Degree
2. Experience in the program planning/development and the coordination of program support of a diverse range of events.
3. Commitment to customer service excellence/support to enhance an environment of equity, diversity and inclusion with the ability to work directly with people from diverse racial, ethnic, and socioeconomic backgrounds.
4. Excellent verbal and written communication skills, strong interpersonal skills, organization skills and attention to detail are required, as is flexibility and a sense of humor.
5. Successful candidate will have experience in supervising, and a dedication to developing, a student staff, as well as success in working in a fast-paced, hands-on environment.

The University considers all qualified candidates without regard to race, color, religion, sex, age, national origin, disability status, veteran status, gender identity, sexual orientation, genetic information, pregnancy or pregnancy-related condition or any other characteristic protected by law.

Preferred Qualifications

1. Experience working in a higher education setting.
2. Experience with using database and general office software.
3. Basic knowledge of audio-visual equipment as applicable to programs, meetings and events
4. Flexibility and the ability to work nights and weekends as necessary.
5. Master's degree in related field highly desirable.

Work Environment

Bridgewater State University complies with the Americans with Disabilities Act (ADA) to provide reasonable accommodation to qualified applicants and employee with disabilities. To request a reasonable accommodation for the application process, please complete and submit this electronic form: https://cm.maxient.com/reportingform.php?BridgewaterStateUniv&layout_id=18

Special Conditions for Eligibility

Please be aware that employment at Bridgewater State University is contingent upon completion of a successful background check. Bridgewater State University is an E-Verify employer.

This position is not eligible for H-1B sponsorship.

EEO Statement

Bridgewater State University is an equal employment opportunity employer and considers all qualified candidates without regard to race, color, religion, sex, age, national origin, disability status, veteran status, gender identity, sexual orientation, genetic information, pregnancy or pregnancy-related condition or any other characteristic protected by law.

Position Type

APA Professional

Salary Range

$67,000 - $70,000

Posting Number

S01201P

Open Date

03/20/2025

Close Date

04/20/2025

Open Until Filled

No

Special Instructions to Applicants

Please note the following information is required to complete your application for this position:

* A minimum of three (3) professional reference entries in space provided on the application form.
* Resume/CV
* Cover LetterPDN-9e7b5d57-d336-43fb-80cf-e9fb39079e6b