Assistant Director, Special Events

Job Description

Job Description

Title: Assistant Director, Special Events

Employee Classification: Asst Director, Special Events

Campus: University of North Texas

Division: UNT-Office of the President

SubDivision-Department: UNT-Office of the President

Department: UNT-Office of the President-100000

Job Location: Denton

Salary: $65,000-$68,000

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview

Welcome to the University of North Texas System. The UNT System includes the University of North Texas in Denton and Frisco, the University of North Texas at Dallas and UNT Dallas College of Law, and University of North Texas Health Fort Worth. We are the only university system based exclusively in the robust Dallas-Fort Worth region. We are growing with the North Texas region, employing more than 14,000 employees, educating a record 49,000+ students across our system, and awarding nearly 12,000 degrees each year.

We are one team comprised of individuals who are committed to excellence, curiosity and innovation. We are transforming lives and creating economic opportunity through education. We champion a people-first values-based culture where We Care about each other and those we serve. We believe that we are Better Together because we foster an environment of respect, belonging, and access for all. We demonstrate Courageous Integrity through setting exceptional standards and acting in the best interest of our communities. We are encouraged to Be Curious about opportunities for learning, creating, discovering, and innovating, and are encouraged to learn from failure. Show Your Fire by joining our team and exhibiting your passion and pride in your work as part of our UNT System team.

Learn more about the UNT System and how we live our values at

Department Summary

The Special Events Office within UNT's Office of the President operates under the overarching goals of presenting the University's mission effectively to internal and external constituents, and is responsible for coordinating all presidential events in accordance with the president's vision. The Office of the President hosts and supports many large- and small-scale events throughout the year.

Position Overview

This position is responsible for assisting in the development, implementation, coordination and evaluation of strategic and operational activities of special events hosted by or supported by the Office of the President. This position requires consistent demonstration of superior customer service, exercising considerable initiative and independent judgement, and operating with a high level of detail in the performance of assigned duties. This position operates under the overarching goals of presenting the University’s mission effectively, and supporting the Director of Special Events in ensuring the president’s vision for special events is realized.

Minimum Qualifications

Bachelor's degree in related field and three years of professional related experience; or any equivalent combination of education, training, and experience.

Knowledge, Skills and Abilities

Exceptional communication and interpersonal skills. Advanced written communication skills. Advanced
Microsoft Office skills. Ability to work under pressure, to adjust to constant changes, to handle multiple tasks, and to coordinate the work of others. Ability to keep complex records, to assemble and organize data of complex nature, and to prepare and submit reports in acceptable formats. Ability to conceptualize, plan and organize multiple programs and assignments effectively. Ability to work on complex and confidential tasks utilizing judgment, tact, and resourcefulness. Skill in developing and maintaining good working relationships. Knowledge of policies, practices, procedures and terminology of assigned function. Supervisory skills.

Travel Requirement: This position requires regular travel to university events and other off-site locations and may require transportation or pickup of event-related supplies. The employee must be able to meet the travel requirements of the position. Driving Requirement: When operating a university-owned vehicle is required, the employee must possess a valid driver's license and meet the University's requirements for authorized drivers, including applicable motor vehicle record requirements.

Preferred Qualifications

The preferred candidate will possess the following additional qualifications:
Master’s degree in a related field.
Experience in maintaining detailed database records.
A record of exceptional customer service.
Experience in a higher education environment.
Experience with event management.
Experience managing a budget

Required License/Registration/Certifications

 

Job Duties

• EVENT PLANNING:
  Assists the Director of Special Events with managing the coordination of various large and small scale presidential events as specified by Director, including dinners, parties, meetings, receptions, VIP suites at sporting events, groundbreakings, formal ceremonies and other events/projects as assigned. Ensures all aspects of presidential level event presentation and execution are in line with the President’s and Director’s vision, including room arrangement, service scheduling, decor, equipment, marketing and communication, parking and transportation, VIP handling, etc. Assists in upholding fiscal responsibility for events related to the purchase and procurement of marketing materials, floral, decor, catering, etc. 

• EVENT SUPPORT:
  Provides operational and day of support for small events, presidential meetings, and other events coordinated by the president’s office. Handles all arrangements for, coordinates communications about, troubleshoots, and makes suggestions to support these events, as assigned. 

• DAY OF EVENT MANAGEMENT:
  Assists the Director with overseeing event operations during the event by attending presidential and other events as needed. Ensures smooth operations, assists with logistics, delegates to event support staff, troubleshoots, and serves as liaison between facilities staff, event hosts, and guests. Enhances guest experience by providing high-level hospitality and using great attention to detail. Provides special assistance, hosting and handling VIP guests as needed. Assists with evaluation and management of events and programs as needed. 

• RECORDS AND DATA FOR EVENT PLANNING:
  Assists with the coordination of various communications from the President’s Office including the creation, proofing and ordering of media, print, and online event promotion. Assists with the design of, orders, and issues invitations. Maintains detailed records of events including resources and reference guides, database records of contacts, RSVPs/responses, and attendance. Generates specialized reports for various events and manages master lists with utmost detail and accuracy. Provides accurate information in a timely, professional manner. 

• PROVIDES GUIDANCE TO CAMPUS REGARDING SPECIAL EVENTS:
  Consults with internal and external affiliates for presidential and other university events to ensure UNT is appropriately represented. Serves as a formal resource for internal and external constituents regarding UNT standards, policies, and best practices as a part of the President’s Office of Special Events. Reviews/assists with elements of other departments events as needed and serves as liaison to other departments. Uses positive techniques to motivate colleagues. Sets and achieves high standards with the team. Properly delegates tasks and projects and provides appropriate feedback. Collaborates with UNT System, Government Relations Office, and other departments to coordinate VIP visits to campus. 

• REPRESENTS OFFICE OF THE PRESIDENT APPROPRIATELY:
  Serves on various university committees; collaborates with and coordinates information to stakeholders in the UNT community, the public, campus administrators, and departments, including close coordination with the divisions of Advancement and UBSC. Coordinates communication on behalf of the President to specific constituents. Identifies problems and analyzes causes; takes or recommends actions after evaluating alternative solutions; follows up to ensure problems are corrected. Generates alternative solutions when solving problems. Keeps control of emotions and behavior, even when involved in high pressure situations. Is familiar with and follows all applicable policies and procedures as set by the State of Texas, UNT System, UNT, Office of the President, and the Director. 

• COMMUNICATION:
  Writes reports, emails, letters, etc. using appropriate style, format, spelling and grammar; writes in a clear, concise manner. Clear and professional when communicating ideas orally. Exhibits listening skills and ensures the message is understood. |

• CUSTOMER SERVICE: Responsive to both internal and external customers. Solicits ideas and opinions from the team and works effectively in a group. Shares information and resources with others; gives timely responses to requests made by others; promotes teamwork. Ensures commitments to the team are met. Shows sensitivity to and concern for the interests and needs of others; works to reduce conflict and establishes smooth working relationships; negotiates with others. Is effective and friendly in communication with team members and customers, is positive and enthusiastic. Anticipates, takes ownership of and satisfies customer needs and concerns. 

• ATTENDANCE, PUNCTUALITY, AND TIMELINESS:
  Demonstrates dependable attendance and punctuality by reporting to work as scheduled and arriving prepared to begin work at the designated start time. Communicates proactively with the supervisor regarding absences, tardiness, or scheduling needs. Effectively manages workload and priorities to complete assignments within established timeframes. Uses time efficiently, remains focused on key responsibilities, and adapts to changing priorities as needed. Keeps the supervisor informed of potential scheduling or workload challenges and works collaboratively to identify solutions. 

Physical Requirements

Communicating with others to exchange information.
Lifting and Moving objects up to 20 pounds.

Environmental Hazards

No adverse environmental conditions expected.

Work Schedule

M-F 8:00 am - 5:00 pm; nights and weekends as event schedule dictates

Driving University Vehicle

Yes

Security Sensitive

This is a Security Sensitive Position.

Special Instructions

Applicants must submit a minimum of two professional references as part of their application. If needed, additional references can be added after the application has been submitted. 

Benefits

For information regarding our Benefits, click here.

EEO Statement

The University of North Texas System is firmly committed to equal opportunity and does not permit –and takes actions to prevent – discrimination, harassment (including sexual violence, domestic violence, dating violence and stalking), and retaliation on the basis of race, color, religion, national origin, sex, age, disability, genetic information, or veteran status in its application, employment practices, and facilities; nor permits race, color, national origin, religion, age, disability, veteran status, or sex discrimination and harassment in its admissions processes, and educational programs and activities. UNT System Administration promptly investigates complaints of discrimination, harassment, and related retaliation and takes remedial action when appropriate. System Administration also takes actions to prevent retaliation against individuals who oppose any form of harassment or discriminatory practice, file a charge or report, or testify, assist, or participate in a related investigation or proceeding.