Senior Associate Director of University Events -Ceremonial

Senior Associate Director of University Events-Ceremonial St. John's University Salary: $84,000.00 Annually Job Type: Full-Time Administrator Job Number: 202600039 Location: Queens Campus, NY Department: St. John's, established in 1870, has two New York City campuses;international locations in Rome, Italy; Limerick, Ireland; andParis, France; and study abroad locations around the world. ThePrinceton Review and other top rankings consistently recognize theUniversity's outstanding academics, diverse student body, dynamicinternship, and volunteer opportunities, focus on student life, anddiverse study abroad offerings. St. John's University offers morethan 100 undergraduate and graduate programs in its six collegesand schools, with a growing number of programs offered online. TheUniversity is accredited by the Middle States Commission on HigherEducation and 12 other major academic and professionalassociations. A dedication to diversity, equity and inclusion is at the heart ofour mission. As a Catholic and Vincentian university, St. John's iscommitted to institutionalizing practices of inclusive excellenceto ensure that we welcome and celebrate the intrinsic worth of allmembers of our community. We will become an even strongeruniversity as we enhance equity at every level of ourinstitution.Our graduates will excel in the competencies and valuesneeded for leadership and service in a rapidly evolvingworld. The Senior Associate Director serves as the primary event managerand planning lead for the University's most visible institutionallevel events, including but not limited to ceremonial andacademically affiliated events, including commencements,convocations, and other high-impact ceremonies and events. This role owns a defined portfolio of events and is responsible forthe end-to-end planning, coordination, and execution of allevents-related tasks, from early concept through delivery andpost-event close-out. Working in close partnership with theExecutive Director of the Office of University Events, the positionshares accountability for event outcomes, execution readiness, andpost-event assessment, consistent with the Office's tieredportfolio model. Portfolio ownership includes discipline aroundscope, sequencing, and resourcing decisions, escalating matters ofinstitutional risk or protocol exception to the ExecutiveDirector. The role translates academic tradition, institutional standards,and presidential priorities into disciplined, high-quality eventsand represents the Office with professionalism, judgment, anddiscretion in all internal Job Responsibilities Portfolio Ownership & Event Management Serve as event manager for assigned events, including but notlimited to ceremonial and academic such as commencements,convocations, and recognition ceremonies. Act as the single point of coordination for all planning andexecution-related tasks for assigned events. Plan, integrate, and manage all event workstreams, ensuring tasksare identified, sequenced, and completed on schedule. Ensure alignment with University goals, presidential priorities,and institutional strategy. Event Planning Plan events that advance the priorities of the university whilereflecting academic tradition, institutional protocol, andUniversity standards. Develop comprehensive planning materials for review with theExecutive Director, including: Event programs and planning proposals Identification of key program participants, speakers, honorees,stage party, and leadership roles Guest lists, seating charts, stage seating plans, recognitionplans, and VIP protocols Event run-of-show documents, scripts, cues, directions, andstaffing assignments Determine appropriate event locations (on- and off-campus) andsubmit recommendations for approval. Conduct research and prepare statistical or summary informationto support planning, proposals, and evaluations. Execution, Logistics & VendorCoordination Coordinate and oversee all logistical and operational elements ofassigned events, including: Venue preparation and space reservations Staging, audiovisuals, accessibility, and securitycoordination Vendor service requests, contracts, and floor plans Cateringcoordination, menu development, and recommendations Event staffing plans, including commencement host staffingand Other event tasks as outlined in planning documents Lead on-site execution, managing flow, timing, transitions, andreal-time issue resolution. Ensure all event materials and supplies are properly prepared,labeled, packed, and staged in advance. Commencement Planning & CommitteeLeadership Serve as co-chair of the Commencement Committees. Initiate and coordinate commencement committee schedules,planning timelines, and execution plans. Develop agendas and planning materials for review and discussionwith Executive Director. Provide regular updates to the Executive Director to ensurealignment on priorities, readiness, and key decisions. Partnership & Collaboration Work in close partnership with University leadership and, asneeded, unit-based professionals to ensure clarity of roles,decision-rights, and shared accountability. Support event objectives while maintaining institutionalstandards, protocol, and governance expectations. Provide regular updates to the Executive Director to ensurealignment on priorities, readiness, and key decisions. Event Administration, Communications & Documentation Prepare all event-related documents in accordance with Officeprocedures and governance standards. Coordinate development of event communications and collateral incollaboration with MarCom. Draft, review, and proof communications and printed materials forfinal approval. Maintain reservation databases, as needed, seating charts, andmaster reply lists; execute mail merges and invitationdistribution. Maintain accurate electronic and hard-copy event files, includingprior-year records, event binders, and shared folders. Collaborate with the Assistant Director of Office Operations andAdministration on event budgets and financial tracking. Collaborate with Manager of Protocol and Event SystemsCoordinator to improve efficiency and productivity as it relates toevent tasks. Assessment, Reporting, and ContinuousImprovement Work with the Executive Director to define desired outcomes andmeasures of success for events. Analyze the success of each event and identify opportunities forrefinement and improvement in relation to strategic outcomes. Prepare post-event assessments summarizing outcomes, feedback,and lessons learned. Lead post-event evaluation, documentation, and reporting forassigned events. Provide data, insights, and recommendations to supportportfolio-level KPI assessment and continuous improvementefforts. Communication and Collaboration Provide timely updates to the Executive Director and collaboratewith University offices, event partners, schools, colleges,administrative units, and external partners to support effective planning and timely resolution of event-related issues. Represent the Office of University Events with professionalism,discretion, and institutional awareness at all times. Assist with planning other high-level events and projects asneeded. The role operates within institutional standards, protocols, and decision-making frameworks established by the Office and does not establish University-wide event policy or protocol. Competencies, Education, Experience Deep understanding of academic ceremony, institutional protocol,and higher education culture. Strong event planning and management skills in complex,high-visibility, ceremonial environments. Demonstrated ability to plan, integrate, and manage large numbersof detailed, interdependent tasks. Excellent follow-through and accountability; exercisesindependent judgment and sound decision-making. Strong sense of urgency with a commitment to accuracy, quality,and timeliness. Exceptional attention to detail; strong organizational andtime-management skills. Proven ability to manage multiple priorities and competingdeadlines effectively. Sound judgment and risk awareness, particularly in reputationallysensitive or ceremonial contexts. Strong critical-thinking and problem-solving skills; resolvesissues under pressure with professionalism and speed. Maintains a calm, composed demeanor in high-stress andtime-sensitive situations. Ability to balance tradition, institutional standards,innovation, and operational practicality within governanceframeworks. Strong interpersonal and diplomatic skills; ability to buildeffective relationships with senior leadership, faculty, donors,alumni, students, and campus partners. Clear, effective written, verbal, and interpersonal communicationskills. Ability to work independently in a fast-paced environment whilefunctioning as a collaborative team member. Proficiency in Microsoft Office applications, including Word,Excel, PowerPoint, and Access. Required Qualifications Bachelor's degree required 7-10 years of experience in ceremonial events, academic eventplanning, and/or institutional events #J-18808-Ljbffr