12489: Director of Scheduling and Event Services

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Director of Scheduling and Event Services - Archive
Erb Memorial Union (EMU)

Posting: 12489
Location: Eugene
Closes: 2013-03-11

Description of the Position

The office of Scheduling and Event Services at the EMU responds to University departments and affiliates, student organizations, and off-campus groups requesting use of University indoor and outdoor facilities for non-academic purposes.  Branches of this office include the scheduling office, event services, set-up/support services, and night manager/info desk services.  The Scheduling and Event Services office schedules over 200 University facilities.  Major duties associated with the Director position include communication regarding, and oversight of scheduled events, marketing and branding to build revenue, interpretation and communication regarding facility use policies, policy development, and budget management.  The Director interfaces with the Scheduling Manager and Event Services Manager in their arrangements with other departments for securing auditors, catering, parking, contracting, recycling, equipment rental and other on and off campus services.  The Director of Scheduling and Event Services reports directly to the Associate Director of Student Programs and Activities.

Program Core Duties (40%)

  • Provides interpretation of all state laws, Administrative Rules, city of Eugene codes, University and EMU policies and procedures pertaining to staging activities, holding events and property uses.
  • Participates in researching, reviewing and revising UO and EMU policies and procedures.
  • Oversees scheduling and reservation functions, including the provision of support services for the events.
  • Oversees marketing, branding and advertising of departmental services and venues to build revenue.
  • Approves extended EMU building hours and oversees support staff as necessary for events.
  • Oversees coordination of event scheduling and support, including security and compliance with campus policies.
  • Ensures appropriate University policies and procedures are followed.
  • Coordinates or assists with coordination of large, campus-wide and/or high impact/risk events, such as Intermingle, Grad Fest, Eugene Marathon, ASUO Street Faire.
  • Ensures staff support and resources are available to obtain and maintain a high level of quality customer service in an extremely high-traffic flow department. 
  • Provides support, guidance, concepts and suggestions for improvements when needed, and oversees the implementation of improvements.
  • Provides Associate Director of Student Programs and Activities with statistical reports relating to the scheduling of events and services, and budget reports as requested.
  • Continually strives for more efficient and effective methods of service delivery.
  • Supervises the development and signing of contracts for consultants for staff development and training.
  • Seeks opportunities for staff development.

Program Development (15%)

  • Develops opportunities for students to learn and utilize leadership skills.
  • Develops learning opportunities for students to apply knowledge from coursework, practice critical thinking and increase their understanding of subject matter.
  • Develops, conducts and analyzes market research to assess learning outcomes of student staff associated with Scheduling and Event Services.

Staff Development and Supervision (15%)

  • Hires, administers progressive discipline and work improvement plans (when necessary) and terminates unclassified, classified and student staff.
  • Supervises Scheduling Manager.
  • Supervises Event Services Manager.
  • Supervises EMU Night Manager.
  • Oversees supervision of classified and student staff in Scheduling and Event Services.
  • Writes and/or approves position descriptions.
  • Oversees and approves work schedules, and workflow of the three areas Director supervises.
  • Provides expertise, mentoring, training and direction to student staff regarding: contributing as a team member, creating a positive and inclusive environment, mastery of relevant computer software programs and developing professional demeanor.
  • Provides professional development opportunities, including multicultural development training and/or events for unclassified, classified and student staff.

Financial Management (15%)

  • Prepares the annual budget for all three service branches that report to this position.
  • Involves student staff in the development of the budget, the budget process, and budget presentation to the EMU Board of Directors.
  • Presents individual budgets at the budget hearings.
  • Monitors income and spending for Scheduling and Event Services on an ongoing basis.
  • Evaluates, establishes, and/or processes revisions and recommendations for fees and user charges for services.
  • Provides updates to fees and fines each year as appropriate.

Campus and Community Collaboration (15%) 

  • Oversees the coordination of the non-academic use of University facilities and property with the Registrar’s Office, Athletic Department, Public Safety, and other University departments.
  • Communicates interpretation of state laws, administrative rules, codes, and University policies and procedures to students, staff, partners and consumers.
  • Serves as a campus resource to students, student groups, faculty, and campus committees regarding laws, property use, and the planning and scheduling of events. 
  • Ensures Scheduling and Event Services achieves the goals and objectives of the EMU Strategic Plan and are in support of the Student Affairs Strategic Plan and the Oregon 2020 initiative.

Minimum Qualifications:

  • Bachelor’s degree;
  • Three years' professional work experience managing a variety of diverse and complex events, including scheduling, building and resources management, and event security;
  • Demonstrated success in building, retaining and managing revenue sources;
  • Experience supervising professional and student staff;
  • Ability to manage a large ($500,000) operating budget.

Additional Qualifications:

  • Demonstrated ability to provide leadership in an inclusive, respectful, diverse and supportive working environment;
  • Ability to analyze usage trends, align trends with strategic marketing efforts, and fill underutilized space and/or resources to build revenue;
  • Ability to interpret, communicate, revise and develop program policies;
  • Proficiency with complex computer applications and event database management;
  • Strong written, verbal, and interpersonal skills.

Preferred Qualifications:

  • Master’s degree;
  • Five or more years' professional work experience in managing event services;
  • Three years' prior professional experience marketing and branding;
  • Prior employment in a higher education setting;
  • Demonstrated ability in strategic plan development and implementation; and,
  • Background in leadership development.

Finalist must complete a criminal background check.

Salary

The annual salary range is $52,000 - $56,000 plus highly competitive benefits package.

Application Procedure: For full consideration applicants must submit:

  1. A cover letter that conveys your interest in and how you meet the minimum requirements of the position.
  2. Current resume that includes dates of employment.
  3. Names, phone numbers and email addresses for three professional references.
  4. Responses to the three supplemental questions listed below.  The response to each question may not exceed two double spaced typewritten pages in 12 point font.

Supplemental Questions:

Question 1

This individual hired in this position will be responsible for the overall management of the Scheduling and Event Services office.  Please describe your management and supervision style and how you apply your style to the work place.

Question 2

Please describe your experience in providing interpretation of laws, policies, procedures, rules and regulations to end users.  How do you balance the need to adhere to policies while at the same time providing excellent customer service?

Question 3

Please describe your experience working collaboratively toward a common goal with other departments, programs and organizations.

To ensure consideration all application materials must be received by 5:00 p.m. December 31st, 2012.  Position will remain open until filled.  Applicants are encouraged to submit materials electronically to pveltman@uoregon.edu or submit to:

Peggy Veltman
Erb Memorial Union
1228 University of Oregon
Eugene, OR  97403-1228

The University of Oregon is an equal opportunity, Affirmative Action institution committed to cultural diversity and compliance with the American’s with Disabilities Act.