Presidential Events Director

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

220 Hutchison Rd, Rochester, New York, United States of America, 14627

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

100022 Office of the Secretary

Work Shift:

UR - Day (United States of America)

Range:

UR URG 114

Compensation Range:

$86,482.00 - $129,723.00

Responsibilities:

GENERAL SUMMARY
Under general guidance and with significant latitude for independent judgment and initiative, manages engagement supporting the President, Chief of Staff, Provost, and Board of Trustees. Works closely with all staff in the Office of the President (OOTP), including the House Manager, President’s House, in a team-oriented, high-visibility environment. Model organizational values and standards. Due to the nature of the office, absolute confidentiality, professionalism, efficiency, and attention to detail are crucial.

ESSENTIAL FUNCTIONS

UNIVERSITY ENGAGEMENT STRATEGY AND COORDINATION

• Develops and maintains a comprehensive engagement logistics strategy, participating with senior leaders in planning, coordination, and problem resolution.
• Manages a comprehensive budget plan for university engagement and events. Tracks projected and actual expenditures. Gathers and analyzes budget data, in partnership with appropriate teams, and provides information to the Director to inform decision-making.
• Gathers data to make and inform engagement logistics and budget recommendations and continual improvement for OOTP and senior leadership.
• With minimal direction and considerable latitude for independent judgment, directs event planning operations to manage and improve processes and systems, including those related to workflow, computing, equipment, and resource management.
• Provides consultative support to departments and partners planning high-visibility events involving presidential participation.

EVENT PLANNING AND EXECUTION

• Has primary responsibility for planning and executing University events at the President’s Residence (Witmer House) in partnership and coordination with relevant departments and teams, including the House Manager, President’s House for day-of support and successful event execution, including set up and in-progress needs.
• Provides planning and execution support for university events hosted at the Provost’s Residence (Patrick Barry House), or other locations as determined appropriate, in partnership and coordination with the relevant departments and teams.
• Manages and maintains individual event operating budget documents for all events hosted by the Office of the President.
• Supports presidential preparedness for non-Witmer House University engagements, collaborating with event organizers, preparing brief materials, and ensuring remarks coordination.
• Serves on and supports University committees as assigned for events and event logistics.
• Assists Office of the President leadership in managing briefing materials for the President.
• Coordinates meeting logistics for multiple annual Board of Trustees meetings in partnership and coordination with the Office of the Secretary.
• Works directly with Trustees and Trustees assistants on Board meeting attendance and logistical matters.
   

RELATIONSHIP DEVELOPMENT AND MANAGEMENT

• Develops and maintains relationships and engages as appropriate and needed with departments throughout the University to provide pertinent information, build consensus, and reach decisions (or communicate them) to ensure successful University engagement.
• Acts in an active, proactive, and visibly accountable role to build and strengthen relationships with external and internal stakeholders, including Trustees, faculty, staff, students, alumni, and other campus units in support of Presidential and Board of Trustee events.
• In partnership with senior leaders, helps identify and secure senior leader and key employee participation in high visibility and community events that further the institution’s reach.
• Coordinates with Chief of Staff and the Assistant Chief of Staff / Assistant Secretary for all office and presidential office engagement including prioritization of engagements, coordination with advancement and other liaisons.
• Builds positive working relationships and works closely with all President’s Office staff, particularly the Executive Support Administrator to the Chief of Staff, the Executive Assistant to the President, and the Office Manager.
• Independently responds to inquiries and other requests in a timely and professional manner.
• Solves problems, demonstrates leadership, and supports the University through the development of trusted engagement with Trustees and other senior leaders.
   

PROGRAM AND PROJECT SUPPORT

• Provides leadership for, coordination of, and assistance with various special programs and projects in support of the Chief of Staff and Office of the President team members.
• Serves as primary liaison to honorees, speakers, and other VIP attendees of the University Commencement ceremony.
• Coordinates communication, itinerary and logistics coordination, and on-site support, as needed.

LEADERSHIP AND STAFF MANAGEMENT

•  Directly supervises staff, providing mentorship, setting priorities, and overseeing workflow to ensure high-quality results.
• As required, participates in interviews, approves hiring decisions, provides training and ongoing supervision, addresses personnel issues and actions, and conducts performance reviews.
• Continually improves and seeks professional development opportunities and feedback on leadership competencies and approaches to better enhance staff development, morale, and cohesion.

OTHER DUTIES AS ASSIGNED

MINIMUM EDUCATION & EXPERIENCE

• Bachelor’s degree required.
• 5 years of related experience in engagement, event planning and related communications, project management and logistics for high impact engagement and events required.
• Or equivalent combination of education and experience required.
• Demonstrated experience working in and fostering a diverse faculty, staff and student environment required
• Experience leading teams and developing positive relationships, partnerships and alliances required

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to work in and foster a diverse faculty, staff, and student environment required.
• Ability to collaborate cross-functionally in the office environment and to interface with various university stakeholders and constituents; communicate and maintain effective working relationships among a diverse group of constituents, including University officers, trustees, staff, faculty, and community members required.
• Ability to organize and effectively manage programs and projects.
• Exceptional communication and presentation skills required.
• Ability to lead teams and develop positive relationships, partnerships, and alliances required.  
• Strong project management, organizational, time management and interpersonal skills required.
• Ability to coordinate multiple diverse projects, set realistic deadlines and timelines, and work effectively as part of a team required.
• Strong problem-solving, writing, and multi-tasking skills as well as the ability to adjust to changing priorities while remaining attentive to deadlines required.   
• Knowledge of budget management best practices required.
• Ability to maintain confidentiality required.
• Ability to think critically and analytically and able to resolve problems independently required.
• Strong technical skills, including a high level of proficiency in Microsoft Office required.
• Demonstrated proficiency designing and delivering presentations required.
• Understanding and exposure to complex budget systems and financial models required.

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.