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KU Alumni Association | Adams Alumni Center and Super Jay

Assistant Director for Event Services

Job posted 11/01/22 – Review of applications begins 11/16/22 and continues until position is filled.

Position Title

Assistant Director for Event Services

Job Classification

Full-time; Salaried Non-Exempt

Work Schedule

Flexible based on event & conference schedules

Frequent evening and weekend hours

Work Location

On-site

Salary Range

$45,000-$55,000

Reporting Relationship

Sr. Director or Director, Event & Hospitality Services

Primary Accountability

The Assistant Director for Event Services is responsible for coordinating events at the Jayhawk Welcome Center/Adams Alumni Center and will provide the highest level of customer service. The Event Services Coordinator works closely with Kansas University (“University”) staff and while delivering exceptional guest services and experiences.

Major Duties

Customer Service

  • Ensures a welcoming atmosphere for customers and guests and provides high quality services in a cheerful, timely manner.
  • Greet guests and visitors in a courteous manner and provide highest level of customer service.
  • Provide answers to questions as well as pertinent information regarding events hosted in the Jayhawk Welcome Center/Adams Alumni Center.
  • Help develop and implement marketing plans for the event center and services
  • Maintains a comprehensive understanding of the mission of the Alumni Association as it relates to the educational, research and service goals of the University with the ability to communicate the institution’s needs and priorities-both internally and externally.

Event & Hospitality Management

  • Works closely with the Sr. Director of Programs & Hospitality Services, Director of Facilities, Assistant Director of Legacy Relations & Event Services and other staff to help manage department and event operations.
  • Determines appropriateness and feasibility of events by communicating with customers to assess needs and objectives; coordinates services such as availability of rooms, food and beverage, audio-visual equipment, and other event needs; inputs details into the event management software to create customized reports for KUAA leadership, customers, staff, and caterers as needed.
  • Communicates detailed and accurate information to supervisors, peers, and other staff in a timely manner, enabling the execution of daily events.
  • Monitors and coordinates pre-event, event, and post-event activities to ensure customer satisfaction.
  • Directs and assists with the planning and execution of Alumni Association events.
  • Develops relationships with caterers and all others who provide hospitality related services to the Jayhawk Welcome Center.
  • Able to direct facilities associates to ensure cleanliness, proper banquet event set-ups and optimal staffing levels

Administrative Support

  • Reviews and/or prepares banquet services invoices to ensure accuracy and timeliness.
  • Prepares periodic written reports to document activities and accomplishments in relation to established goals and activities.
  • Assists with developing and managing annual budget for areas of responsibility.
  • Monitor and assist with KU Alumni Association email account(s) and calendars to ensure customer support and visibility of events in the facility.
  • Learn and utilize content management system, the KU Alumni records database, audio visual equipment and event management software systems
  • Handle confidential and non-routine information.

Qualifications

Education, Training, Experience

  • Associates or Bachelor’s degree – Preferred
  • A minimum of 1-3 years of related work experience in banquet management, event planning, sales, or marketing- Preferred
  • Prior experience with a university or other non-profit membership organization- Preferred.
  • Valid driver’s license – Required

 Standards of Performance

  • Strong oral and written communication skills
  • Excellent project management and organizational skills.
  • Demonstrable knowledge of and competency in a variety of computer software applications in word processing, spreadsheets, database and presentation software (MS Word, Outlook, Access, Excel and PowerPoint).
  • Excellent interpersonal skills, including the ability to communicate and work effectively with team members from all departments, as well as externally with individuals from diverse backgrounds and cultures.
  • Ability to maintain a high level of professionalism, discretion and confidentiality.

Physical Demands and Work Enviroment

  • Frequent: sitting, hearing, listening, talking (on phone, in person), reading (including computers screens, mail)
  • Often: repetitive hand motion (such as typing or picking), walking;
  • Occasional: travel to offsite meetings or events, work outside normal business hours including mornings, nights and weekends. Ability to reach, grasp, hold, lift, and place moderately heavy loads (up to 50 lbs.) using available resources; perform work above normal heights or in confined spaces; and exposure to noise and temperature variances at both indoor and outdoor events

Additional Duties

Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee(s) holding this position.  Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.

Equal Opportunity Statement

It is the policy and commitment of the KU Alumni Association to prohibit discrimination in employment practices, organizational activities and provision of services on the basis of race, ethnicity, ancestry, national origin, religion, age, gender, marital domestic partner status, sexual orientation, gender identity, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. Above and beyond discrimination/harassment based on protected characteristics, the KU Alumni Association also strives to prevent subtler forms of inappropriate behavior (like bias and stereotyping). Whether blatant or hidden, barriers to success have no place here.

The KU Alumni Association is committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. If you need any assistance or accommodations due to a disability, please contact Dwight Parman at dparman@kualumni.org or 785.864.4763.

Application Procedure:

To apply, email a letter of interest (cover letter sharing why this position is of interest to you and what skills you bring that make you an ideal candidate for this position), résumé, and names and contact information for three professional references to dparman@kualumni.org (Microsoft Word or Adobe PDF formats only). Alternatively, the requested information can be sent to KU Alumni Association, Attn. Human Resources, 1266 Oread Ave., Lawrence, KS 66045.

Review of applications will begin November 16, 2022, and continue until the position is filled. Due to the sensitive nature of the position, a background check is required. Employment is contingent upon background and reference checks that KU Alumni Association finds to be acceptable. If you are called for an interview, you may be asked to complete our job application and bring it with you to the interview.

Alternatively, the requested information can be sent to KU Alumni Association, Attn. Human Resources, 1266 Oread Ave., Lawrence, KS 66045.