Associate Director for College Events & Family Engagement

Job Summary

The Associate Director of College Events and Family Engagement reports to the Senior Assistant Dean of Students in the College/Director of College Programming and Orientation and is a critical part of the CPO mission to create a stronger sense of community and affinity to the College and the University throughout the students’ college experience. Working closely with College leadership, other campus offices, and student planning committees, the Associate Director provides leadership in the development and implementation of a portfolio of programs and events such as Senior Week, Family Weekend/Homecoming, College Class Day, the College’s Signature Series, Winter Wellness Club, welcome events, and other senior/graduation-related programming. This position will also work with the Assistant Director for College Events and Family Engagement to develop and maintain a portfolio of parent/family programming for current families of UChicago students. In addition, this position will represent the CPO by serving on campus-wide committees and overseeing additional projects as assigned.

Responsibilities

• Manages College Events Team to ensure the implantation and success of the following critical, signature College events: Senior Week, Family Weekend/Homecoming, College Diploma Ceremonies, Winter Wellness Club, College Class Day, and class affinity programming.
• Provides direction and oversight for coordination of event logistics for all programs including event registration, travel arrangements, transportation, space reservations, catering, negotiating contracts, purchasing, and communications.
• Works with Events Team to ensure the creation and distribution of all event marketing and general communications materials, including composition, editing, and production. Meets and manages key deadlines for communication training and overseeing students and designers to develop and maintain information flow.
• Provides oversight and execution of event budgets ensuring these large-scale events operate within projections and all financial reconciliations are complete and timely.
• Edits and managed websites and website content; works with relevant staff to coordinate information for the CPO’s two mobile applications/platforms.
• Completes reviews and assessments for each program and documents all improvements and process changes.
• Supports other office programming related to pre-orientations, orientation, and student development.
• Develops and implements a year-round communication plan for parents/families of UChicago students.
• Works with Assistant Director for College Events and Family Engagement to maintain the Phoenix Family Forum platform (CampusESP).
• Develops a portfolio of parent/family programming outside of Family Weekend that establishes a quarterly programmatic opportunity for families to engage with the College.
• Stays up to date on trends and best practices related to parent and family programming.
• Works with campus partners to represent the experience of College parents and families.
• Facilitates the management of all Events Team budgets and expenses, including tracking, quotes, procurement, vendors, contracts/POs, and other financial implications.
• Keeps track of all Events expenses, prepares reports on costs, and ensures financial stewardship.
• Ensures that policies are followed and that funds are adequately allocated. Forecasts budget and spending for all Events Team programming.
• Manages the hiring, training, performance review, and management of two, full-time assistant directors within the College Events umbrella.
• Fosters a positive team dynamic among staff and student leaders.
• Works closely with various campus offices including University Advancement, Campus and Student Life, Career Advancement, Center for Identity + Inclusion, Center for Leadership and Involvement, College Academic Advising Office, College Admissions, College Center for Research and Fellowships, College Dean’s Office, Housing and Residence Life, Office of Civic Engagement, Office of the University Registrar, University Events and Ceremonies, and others, to plan and execute programs.
• Develops and assesses learning and program outcomes for all Events Team programs, services, and activities.  Supports College efforts to measure success, and retention and satisfaction with Events; oversees the collection and evaluation of all qualitative and quantitative data related to program goals and objectives.
• Develops and executes day-to-day event logistics, and other complex assignments with minimal guidance from others.
• Serves as a member of the CPO and supports departmental programming that includes, but is not limited to, pre-orientation, orientation, and transition.
• Participates in College DOS programming, meetings, and trainings throughout the year.
• Reviews and finalizes the guest lists, assists with mailing invitations, and creates complex brochures for the event.
• Implements ideas for improvement as they are identified in addition to providing post-event feedback on turnout and vendor performance.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Competencies

• Oversee and direct highly detailed concurrent projects with competing priorities, in a time sensitive, efficient manner.
• Work independently exercising sound judgement, reasoning, and strong problem-solving skills.
• Strong verbal and written communication skills including excellent editing/proofreading ability in English.
• Takes initiative, thinks creatively, and produces outcomes on own drive without detailed oversight.
• Maintains confidentiality/discretion at all times related to students, faculty, and staff and responds effectively to sensitive inquiries or complaints.
• Work effectively with supervision and as a part of a team, individually, or in concert with other offices and campus partners.
• Manages stressful situations with diplomacy, tact, and good humor; possesses conflict resolution and negotiation skills.
• Commands strong interpersonal, analytical, management, and organization skills.
• Demonstrated creation and implementation of results-oriented programs and initiatives for student success and retention.
• Proven ability to create and implement program/initiative assessment.
• Demonstrated experience in collaboration among colleagues and/or departments.

Working Conditions

• Office environment.
• Some evening and weekend work.
• Fast-paced environment.
• Lift up to 40 lbs.
• Push carts with up to 50 lbs. of material.
• Sit at a computer for 4-6 hours.
• Periodic walking to other campus locations.
• Climbing up to 5 flights of stairs.

Application Documents

• Resume/CV (required)
• Cover Letter, which is to include your interest in this position (required)
• References Contact Information (3)(required)