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Events Director

Posting Details

Position Information

Job Title Events Director
Department Jones Graduate School of Business
Full Time/Part Time Full-Time
Requisition Number S18140
Open Date 10/11/2017
Close Date
Salary Information

Salary Commensurate with Experience and Qualifications

Work Schedule

Monday through Friday, 8 a.m. to 5 p.m. with evening and weekend work as needed.

Benefits Eligible Yes
Eligible for Overtime No
Position Summary

The Events Director, reporting to the Director of Operations, is responsible for the strategic planning, conceptualization, and execution of all essential events for the Jones Graduate School of Business (JGSB). S/he will be responsible for hiring and managing all members of the events team. The Events Director will meet with all JGSB department leaders to understand their event needs in order to develop, implement, and execute an annual strategic events planning process. In addition, s/he will negotiate with and supervise all decisions made with caterers and other vendors of event-related equipment and services. S/he attends events to facilitate operations and responds to emergencies, problems, etc., ensures all aspects of events are implemented and controlled according to plans. S/he will evaluate, develop, and update annual event plans, annual reports, operating procedures, and policies in order to achieve operational effectiveness and increased value for JGSB with regard to events.

Education Required Bachelor's Degree
Concentration / Degree Type
Substitution for Education Requirement

Additional three years professional experience beyond the minimum experience requirement in catering, restaurant and/or hotel management including supervising full-time staff.

Education Preferred
Experience Required 5 years
Type of Experience

Experience in significant event planning, execution, financial management, process development and improvement, and negotiating contracts with outside vendors for rental equipment and catering. This should include:

- A minimum of four years of event management.
- A minimum of one year of managing a team.

Substitution for Experience Requirement

Education may not be substituted for experience.

Experience Preferred

Not specified.

License/Certification Required

- Valid Texas Driver’s License (or ability to obtain within 30 days of employment) required with no more than three moving violations within the past 36 months and no convictions or deferred dispositions for Driving While Intoxicated (DWI) or Driving Under the Influence (DUI) within the past five years.
- Certified Food Handler’s Permit (Houston) or equivalent (ServSafe) within 30 days of hire.

License/Certification Preferred

Certificate Special Events Professional (CSEP)

Skills Required

- Superior project and event management skills.
- Ability to manage a diverse team of staff and contingent labor, holding them to deadlines and the highest quality output.
- Excellent communication, time management, and customer service skills. Must be well organized and detailed oriented.
- Extreme attention to detail and deadlines; ability to prioritize and manage complex workflows.
- Ability to make strategic decisions.
- Excellent analytical skills.
- Strong problem solving skills.

Skills Preferred

- Bilingual fluency in English and Spanish.

Internal / External Contacts

Internal: Extensive contact with high-level university professionals, faculty, staff, and students at all levels. Contact will be in person, in writing and by telephone.

External: Frequent contact with key external constituents such as alumni, elected officials, community leaders, tour groups, vendors, corporate representatives, and other visitors.

Physical Demands

Physical requirements include extended periods of standing, stooping, kneeling, bending, squatting/crouching, crawling/kneeling, pushing/pulling, climbing (ladders) and reaching above the shoulders and lifting of up to 30 lbs. Ability to move quickly between venue spaces is essential. Lifting and transporting of moderately heavy objects, such as furniture, file cabinets, equipment, boxes, etc. may be required.

Working Conditions

Workload at times is heavy and responsibility for details is great. Time constraints are extreme during certain deadline periods. Must be able to work under pressure and maintain a pleasant, positive and helpful demeanor when relating to others. Must be willing to work on weekends and evenings as needed. Must be able to run errands off-campus. Must have daily access to vehicle.

Typical schedule is Monday through Friday at least 40 hours. Will be required to work nights, weekends and/or holidays as needed.

Security Sensitive Yes
Special Instructions to Applicants
Quick Link for Posting http://jobs.rice.edu/postings/12014

Job Duties

Job Duty Name PEOPLE MANAGEMENT
Description of Job Duty

- Hire and oversee support staff, students and contingent event staff to maintain operational efficiency with all event logistics and coordination.
- Train and supervise junior event planners in proper execution and implementation of events.
- Delegate tasks and control of certain events to events staff when necessary to ensure all logistics are properly executed.

Percentage of Time 20
Job Duty Name EVENT PLANNING AND REPORTING
Description of Job Duty

- Manage the strategic planning of all essential, school-related events.
- Serve as project manager of multiple activities, scope out project tasks/team assignments and guide team to create work plans and schedules, monitor progress, and meet milestones.
- Establish and maintain relationships with internal and external university partners.
- Consult with individual(s) that are commissioning events to identify event objectives, brainstorm event concepts, draft timelines, and make recommendations.
- Maintain a calendar of events, submit reports on event current statuses, and submit annual report on events.
- Develop, evaluate, and update annual event plans and manage complex program budgets in collaboration with other departments.
- Operate as account manager on deliverables, program metrics, and status reports.
- Act as department representative at cross-departmental project meetings.

Percentage of Time 40
Job Duty Name EVENT COORDINATION AND EXECUTION
Description of Job Duty

- Manage the coordination and execution of both internal and approved external (Rice and non-Rice) events associated with JGSB.
- Oversee issuance of forms and documentation to support space approval and vetting process.
- Manage the creation and updates of event policy, and communicates and enforces said policy. i.e., building usage, alcohol, vendors, Facilities and Engineering (FE&P).
- Manage vendor coordination and decisions.
- Oversee inventory management and processes.
- Oversee registration strategy and logistics.

Percentage of Time 40

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a bachelor's degree or an additional three years of professional experience beyond the minimum experience requirement in catering, restaurant and/or hotel management including supervising full-time staff?
    • Yes
    • No
  2. * Do you have five or more years of experience in significant event planning, execution, financial management, process development and improvement, and negotiating contracts with outside vendors for rental equipment and catering? This should include a minimum of four years of event management and a minimum of one year of managing a team.
    • Yes
    • No
  3. * Do you possess (or have ability to obtain within 30 days of hire) and maintain a valid Texas driver's license?
    • Yes
    • No
  4. * Have you had four or more moving violations and/or at fault accidents in the past three years?
    • Yes
    • No
  5. * Do you have any convictions or deferred dispositions for Driving While Intoxicated (DWI) or Driving Under the Influence (DUI) within the past five years?
    • Yes
    • No
  6. * Do you have the Certified Food Handler’s Permit (Houston) or equivalent (ServSafe) or ability to obtain within 30 days of employment?
    • Yes
    • No
  7. * Please provide the salary or range that you would require or consider for this position.

    (Open Ended Question)