Planner Commencement
Planner Commencement
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$ 60300 - 90500
1 Vacancy
Job Description
If youre passionate about building a better future for individuals communities and our countryand youre committed to working hard to play your part in building that futureconsider WGU as the next step in your career.
Driven by a mission to expand access to higher education through online competencybased degree programs WGU is also committed to being a great place to work for a diverse workforce of studentfocused professionals. The university has pioneered a new way to learn in the 21st century one that has received praise from academic industry government and media leaders. Whatever your role working for WGU gives you a part to play in helping students graduate creating a better tomorrow for themselves and their families.
The salary range for this position takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs.
At WGU it is not typical for an individual to be hired at or near the top of the range for their position and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is:
Job Description
Job Description Summary
As a Planner Commencement you will be part of a dynamic and supportive team that helps plan and execute largescale graduation ceremonies and alumni events across the country. These events celebrate the achievements of our graduates and bring the university community together. This is an ideal position for someone who thrives on working with other people thinks creatively likes to be engaged in multiple things at once and enjoys the excitement of live productions. You will be part of a collaborative team with high levels of trust and autonomy. You can expect to be the goto person for multiple aspects of large event planning and be solely responsible for some smaller event types. You will know you are succeeding in your role by your ability to work within budgets and timelines while meeting event objectives
Essential Functions and Responsibilities:
Commencement Event Preparation and Logistics Planning
Develop a commencement checklist for each assigned ceremony.
Schedule and hold planning meetings for each assigned commencement.
Conduct ceremony planning site visit to identify logistic and production requirements at least three months out.
Maintain commencement budget spreadsheet in coordination with commencement manager.
Create a master calendar of timelines for assigned commencements.
Collaborate with departments on commencement logistic items.
Prepare a runofshow schedule for commencement weekend.
Plan and lead rehearsal with commencement participants.
Inventory and order commencement supplies as needed.
Assist with packing commencement materials/supplies and coordinate delivery to venue/WGU office.
Vendor Planning and
Determine vendor need and book vendors for each commencement ceremony by soliciting proposals and quotes evaluate proposals and ensure vendor obligations and commitments are met.
Experience/ familiarity with: Onsite graduate regalia and faculty regalia orders AV & Lighting Music (String Quartet) Flowers Merchandise Photography ASL Interpreters Wheelchairs Catering Tradeshow Company Transportation Diploma Covers Announcements Individual Graduate Clips.
AV & Event Setup Planning and
Power and Internet needs for event spaces.
Webcast Internet needs/testing for each commencement ceremony.
Lower thirds and commencement reel testing with AV vendor.
Production schedule including loadin and loadout times with AV vendor.
Intro/outro slides for webcast.
Tagboard feed.
Setup for stage and related spaces.
Truck delivery of event gear.
Signage placement.
Communications Planning and
Communicate final planning details and timelines to vendors/participants.
Experience/ familiarity with: Name Readers Anthem Singers Stage Platform Party Graduate Speakers Faculty Commencement Ambassadors Graduates ADA/Special Needs Parking.
Prepare technical production scripts for AV team.
Review commencement script binder for commencement.
Draft maintain and post content for each commencement ceremony web page.
Gather content for commencement ceremony guidebook.
Review and edit commencement forms.
Meet with creative team prior to each commencement to plan and execute branding assets e.g. lower thirds artwork commencement reel).
Coordinate production of commencement signage.
Commencement Ambassador Volunteers
Create and distribute commencement ambassador form for assigned commencements.
Determine manpower needed for each assigned commencement.
Recruit commencement ambassadors for assigned commencements.
Place commencement ambassadors in assignments based on needs and experience.
Develop commencement ambassador schedule.
Plan and execute commencement ambassador logistics e.g. hotel transportation catering and uniform).
Prepare and deliver commencement ambassador webinar and inperson orientations.
Create commencement ambassador team lead packets.
Mail Thank You to commencement ambassadors.
Maintain commencement ambassador data.
Create and distribute commencement ambassador survey.
Faculty
Create and distribute faculty RSVP form.
Track eligibility of faculty.
Coordinate participation of faculty.
Maintain faculty participant data.
Plan and execute faculty logistics e.g. hotel transportation catering and regalia).
Order uniform regalia for faculty.
Create and distribute faculty survey.
Salesforce
Assist with cases that require escalation and resolution in coordination with commencement manage
Hunt line
Assist with answering incoming calls on hunt line as needed.
Post Commencement
Collect data from vendors and departments.
Collect survey results from attendees.
Prepare data slides for COE meeting.
Other
Assist with projects as assigned.
Knowledge Skill and Abilities:
Able to take on multiple projects in varying domains while leading through regular change.
Have a vision and ability to deliver key results.
An ambassador who embodies WGUs leadership principles and cultural beliefs while representing WGU at any event.
Thrive in a fastmoving position.
Willing to try new ways to solve problems with a keen sense of finding long and shortterm solutions.
Driven by understanding metrics what they mean and how to continually improve.
Willing to collaborate with others to brainstorm and implement new and better ways for showcasing WGU and its mission at any event.
Thorough understanding of student/alumni journeys.
Proficiency with Salesforce and social media platforms
Strong creative and strategic mindset
Ability to understand and identify underlying business needs and problems to deliver lasting solutions in a short timeline.
Outstanding writing and verbal communication skills are .
Qualifications
Bachelors degree
Minimum 5 years event planning experience
Ability to travel to out of state events
Largescale event planning experience strongly preferred
Experience in lieu of education
Equivalent relevant experience performing the essential functions of this job may substitute for education degree requirements. Generally equivalent relevant experience is defined as 1 year of experience for 1 year of education and is the discretion of the hiring manager.
Preferred Qualifications
Experience working with transportation accommodations lodging etc.
Largescale event planning experience strongly preferred 5000 people)
Experience with cloud based applications and other MS products
Physical Requirements:
Travel: Up to 2530 including to event locations for site visits event and to the WGU office(s) in Salt Lake City Utah other states in the US and conference citesincluding weekends.
Prolonged periods sitting at a desk and working on a computer.
Must be able to lift up to 15 pounds at times.
Position & Application Details
FullTime Regular Positions (classified as regular and working 40 standard weekly hours): This is a fulltime regular position (classified for 40 standard weekly hours) that is eligible for bonuses; medical dental vision telehealth and mental healthcare; health savings account and flexible spending account; basic and voluntary life insurance; disability coverage; accident critical illness and hospital indemnity supplemental coverages; legal and identity theft coverage; retirement savings plan; wellbeing program; discounted WGU tuition; and flexible paid time off for rest and relaxation with no need for accrual flexible paid sick time with no need for accrual 11 paid holidays and other paid leaves including up to 12 weeks of parental leave.How to Apply: If interested an application will need to be submitted online. Internal WGU employees will need to apply through the internal job board in Workday.
Additional Information
Disclaimer: The job posting highlights the most critical responsibilities and requirements of the job. Its not allinclusive.
Accommodations: Applicants with disabilities who require assistance or accommodation during the application or interview process should contact our Talent Acquisition team at
Equal Employment Opportunity: All qualified applicants will receive consideration for employment without regard to any protected characteristic as required by law.
Employment Type
Full-Time
