Job description

Columbia College Chicago is an acclaimed undergraduate and graduate institution that provides a comprehensive education in the arts, communications and public relations. We constantly aim to reach our full potential as an educational innovator, incubator of new creative practice and generator of real-world success for young creatives. We are located in the heart of Chicago, across the street from historic Grant Park, and housed in some of the most iconic buildings in the South Loop.

Columbia College Chicago a private urban institution of over 6,000 undergraduate and graduate students, four-year College offering a distinctive curriculum that blends liberal arts, creative and media arts and business is currently searching for an Assistant Director, Events and Programming.

Qualified candidates please apply through the Columbia Careers page:https://colum.taleo.net/careersection/jobdetail.ftl?job=2200007C&lang=en

POSITION SUMMARY

Under general guidelines, as determined by the Director of the Student Center, the Assistant Director, Events and Programming will act as lead administrator and manager of programming operations of the Student Center in accordance with the college's policies and procedures. This includes the oversight of events and programs taking place within the Student Center, scheduling, contract management, event planning, and campus communications. The Assistant Director is responsible for ensuring that all building event spaces are utilized according to the objectives of the Student Center, while also developing operational plans, marketing, and sales activities. The Assistant Director also supervises, hires, and trains staff and student workers as well as coordinate operations with other departments and service agencies. The Assistant Director works across campus departments to assist in the development of campus event procedures and serves as the primary liaison for Student Center events and external campus events.

DUTIES & RESPONSIBILITIES

• Manage the Student Center event and programming operations and ensure that its objectives are carried out.
• Plan all Student Center event and programming operations from inception to execution, including internal and external client events, meetings, shows, and conferences.
• Develop plans for event space marketing and external sales activities through market research, creation of event guidelines, and executing marketing plans.
• Create and maintain external-facing Student Center website and printed and electronic marketing materials highlighting and promoting event offerings.
• Develop, implement, continually review, and update Student Center event and programming policies and procedures in accordance with school policies.
• Work collaboratively with various campus departments to guarantee programs and events within the Student Center are integrated and in alignment with campus initiatives.
• Act as lead administrator responsible for coordinating communication and planning all external events across campus for Columbia College Chicago.
• Communicate event plans with staff and campus stakeholders, including creating and updating event databases, hosting weekly staff meetings, notifying facilities, and completing tickets including processes for security, facilities, IT, extra business hours.
• Work collaboratively across departmental lines to review, assess, adapt, and recommend changes to campus policy.
• Conduct research and analysis and consult with the Office of Budget Planning and Analysis to create fee structures and develop revenue forecasts and operational costs for Student Center events.
• Participate in requests for proposal (RFP) process, including review and selection of new vendors and services for the Student Center.
• Manage requests, send confirmations and correspondence, schedule events, arrange audio visual needs, and add event details utilizing Event Management System software (EMS).
• Complete and send contracts, riders, estimates, invoices, and insurance requirements to external clients, track progress, and maintain detailed records on progress through to payment receipt and deposit.
• Serve as main point of contact and planner for large-scale internal campus events at the Student Center, including Orientation, Columbia Weekend, Open House, Manifest, etc.
• Cultivate external event relationships with Student Center vendors and clients, as well as representing Columbia College Chicago to outside stakeholders.
• Provide leadership and supervision to assigned staff and student workers; conduct performance management, provide training, recommend professional development, and evaluate performance.
• Supervise the Student Center Programming Intern, overseeing their hiring, training, scheduling, development, and evaluations.
• Create a welcoming and collaborative atmosphere for students and internal/external event guests.
• Ensure that event staff coverage for the building is adequate and appropriate based on the scale and size of each event.
• Serve in a public relations capacity for the Student Center.
• Develop and maintain positive working relationships with faculty and staff to ensure a sense of community within the Student Center.
• Perform other related duties and/ or responsibilities as assigned or required

QUALIFICATIONS

• Bachelor’s Degree in Marketing or Hospitality and three to five years of recent event planning or event marketing experience, preferably in a higher education environment, or an equivalent combination of education and relevant experience.
• Experience managing, planning, and executing events, preferably in a higher education environment.
• Experience with supervising and/or managing teams.
• Experience with developing sales and/or event marketing programs.
• Must be able to be flexible in work hours and days to ensure coverage of the Student Center hours of operation.
• Excellent written and communication and interpersonal skills.
• Strong problem-solving skills.
• Ability to work with a diverse student body.
• Strong organizational skills and attention to detail.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee and is subject to change based on the needs of the department and/or college.

At Columbia, we offer a rewarding work environment for our faculty and staff. We take pride in offering competitive benefits with affordable health, dental and vision coverage; flexible spending accounts; commuter benefit program, life and accidental, death & dismemberment coverage; paid and unpaid leave options; work/life benefits; educational assistance programs; and retirement and financial planning benefits.

We invite you to join our talented faculty and staff and become part of our collective aspiration to ensure Columbia prepares students for success in their creative fields through innovation, engagement and real-world experiences.

Additional Information

Position subject to a background screening.

• This is a union position.
• This position is ineligible for overtime.
• Qualified candidates of diverse backgrounds are encouraged to apply.

Columbia College Chicago is an equal opportunity employer and complies with all local, state, and federal laws and regulations concerning civil rights. The college does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, disability, protected veteran status, genetic information, or other protected classes under the law.

Job Type: Full-time

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Work Location: Hybrid remote in Chicago, IL 60605

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