Commencement Planner
Commencement Planner
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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 competency-based degree programs WGU is also committed to being a great place to work for a diverse workforce of student-focused 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
As an Event Planner you will be part of a dynamic and supportive team that helps plan and execute large-scale (20000 attendees) 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 go-to 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 run-of-show 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 Execution
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.
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 Execution
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 load-in and load-out 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 Execution
Communicate final planning details and timelines to vendors/participants:
Name Readers
Anthem Singers
Stage Platform Party
Graduate Speakers
Faculty
Commencement Ambassadors
Graduates
ADA/Special Needs
Parking
Additional Responsibilities:
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 in-person 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.
Qualifications
Bachelors degree required
Minimum 5 years event planning experience required
Ability to travel to out of state events required
Large-scale event planning experience strongly preferred
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Position & Application Details
Full-Time Regular Positions (classified as regular and working 40 standard weekly hours): This is a full-time 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 all-inclusive.
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
