Assistant Director, Event Services and Student Employment, Office of Student Engagement

External Applicants:

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Job Description Summary

Job Description

Essential Functions:

Reservation Management

• Manages the complete reservation process for Campus Programs and Services (CP&S) venues including Benson University Center Manchester Plaza Hearn Plaza Tribble Courtyard Davis Field Reynolda Hall Green Room and Patio using the Accruent Event Management System (EMS).
• Serves as the primary point of contact and client interface providing exceptional customer service while documenting all reservation details to ensure successful event execution and a seamless process for customers and staff.
• Supports operational efficiency and data integrity by maintaining all event information within the EMS system and communicating critical details to necessary service teams.
• Executes key reporting functions by collecting compiling and analyzing assessment data (including facility usage reservation volume and sales data) to support strategic projects and inform future decision-making.
• Manages interdepartmental relationships with space managers to effectively utilize and enhance the reservation process through DeaconSpace and the EMS system.

Staff Supervision and Student Employment

• Supervises the University Telephone Operator a full-time professional staff member.
• Manages the entire employment lifecycle (hiring training evaluation and professional development) for a team of 50-70 student staff.
• Implements comprehensive student employee learning outcomes and manages assessment systems to measure proficiency in all core job responsibilities.
• Enhances the student employment experience by creating delivering and assessing training and development programs.
• Coordinates and executes all employee engagement initiatives including orientations regular staff meetings and employee appreciation events.
• Develops and maintains employee resources including the official employee handbooks and key staff documentation.
• Provides assistance in oversight and forecasting of the student employee salary training and equipment budgets.
• Leads the Benson University Center Information Desk staff of 15 students including training scheduling and supervision.

Event Planning and Customer Service

• Collaborates with CP&S staff to facilitate the logistical planning coordination and execution of events across all CP&S venues.
• Develops and implements policies procedures and systems to ensure safe efficient and high-quality event execution.
• Provides event planning guidance and support for a diverse portfolio of university-wide events including VIP programs conferences camps and student organization functions.
• Manages the full external booking process from providing detailed pricing quotes and conducting facility walkthroughs to overseeing reservations through completion.
• Stewards all external rental contracts ensuring compliance by processing contracts and Certificates of Insurance (COIs) according to university policy.
• Manages event financials and logistics including pricing payment processing monitoring building access and ensuring appropriate coverage and building hours.
• Oversees interdepartmental relationships necessary for the successful execution of events including but not limited to Catering Parking and Transportation and University Events.
• Directs the daily operations of central support services: the Benson University Center Information Desk the University Switchboard and Office Assistants.
• Creates and disseminates event planning guides for both internal and external user groups.
• Communicates broad customer updates via the department website social media channels and facility signage.
• Liaises with University Marketing and Communication to establish official talking points for the University Switchboard on significant institutional issues.
• Oversees the Campus Life van program managing reservations coordinating maintenance with Fleet Services and ensuring all users complete mandatory training.

Other Functions:

• Acts as the main point of contact for the Benson University Center when the Associate Director is unavailable.
• Represents area on committees and initiatives within the Office of Student Engagement the Division of Campus Life and the broader university community including the Joint Event Planning Committee and logistics for campus-wide programming.
• Assists in collecting data and assessment information to improve systems processes and programs.
• Contributes to annual reports newsletters and other communication pieces to share the impact of programs student employment and other initiatives within the Campus Services & Programs portfolio.
• Develops implements and coordinates a systematic approach to managing special projectswhile establishing realistic timetables to keep projects on schedule. Monitors progress and completion of assignments to ensure deadlines are met documents are properly prepared and impacted staff members are advised in a timely manner.
• Exercises initiative and independent judgment delegates assignments as appropriate identifies key issues determines when to escalate and provides suggestions for resolution.
• Monitors facility to make sure it remains safe secure and well-maintained.

Required Education Knowledge Skills Abilities:

• Bachelors degree or an equivalent combination of education and experience.
• Minimum of three years of related and progressively responsible work experience.
• High degree of professionalism integrity and dependability.
• Ability to work independently and with minimal supervision.
• Demonstrated ability to maintain strict confidentiality of privileged information and perform a wide range of duties that require tact sensitivity independent judgment diplomacy organizational skills flexibility and discretion.
• Excellent interpersonal skills and customer focus with the ability to project a collaborative and professional demeanor with a wide range of constituencies in a diverse university community.
• Superior written and verbal communication skills as well as the ability to present his/her views in a clear and compelling manner.
• Thorough knowledge of Microsoft Office applications and experience in effectively creating documents reports and presentations.
• Ability to use good judgment and individual discretion in responding to inquiries.
• Ability to organize workflow and manage multiple tasks and functions simultaneously.
• Self-motivated and committed to continuous improvement.

Preferred Education Knowledge Skills Abilities:

• Experience with Accruent Event Management System software
• Experience in a higher education setting
• Experience supervising others.

Accountabilities:

• Supervises the university telephone operator.
• Supervises student employees.
• Evening and weekend work required and flexible schedule. On call daily to provide leadership and support to professional and student staff during times when facilities and programs are operating.

Physical Requirements:

• Sedentary talking hearing repetitive visual acuity.
• Communicates with others to exchange information.

Environmental Conditions:

• No adverse environmental conditions expected.

Additional Job Description

Time Type Requirement

Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race color religion national origin sex age sexual orientation gender identity and expression genetic information disability and military or veteran status.

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process please contact or .