Director of Scheduling and Event Planning

Job Overview

The University of Dubuque is a growing faith-based University that is seeking a Director of Scheduling and Event Planning. The University of Dubuque offers an excellent benefits package including tuition remission, paid holidays, vacation and sick time, and a retirement match.

Position Summary:
The Director of Scheduling and Event Planning serves autonomously in planning and coordinating campus-wide as well as third-party scheduling and event operations, and works closely with departmental staff in leadership and support of other operational areas within the Office of University Relations (UR).

The position is operationally a part of the UR office at the University of Dubuque. UR supports and serves the University's Mission through the following additional key operational areas: Digital Media Services, Market Research, Public Information, Sports Information, and University Communications.

Primary Responsibilities:

Event Scheduling

• In coordination with internal and external clients, onboard, track, and approve event submissions as part of a master scheduling software (Jenzabar)
• Schedule and coordinate the reservation and use of campus spaces for events such as meetings, banquets, orientations, and official university events including commencement and homecoming
• Maintain the University's event calendar with a high degree of accuracy and timeliness, ensuring alignment with academic schedules and facility availability

Event Planning, Implementation, and Management

• Handle the booking, scheduling, and coordination of outside vendors for services such as event décor, catering, equipment rental, and staging, ensuring all logistical details are aligned with event goals
• Independently, as well as in coordination with campus and third-party clients, plan, coordinate, and manage a wide range of campus events, including high-profile University functions and Office of the President engagements in keeping with University policies, procedures, and best practices
• Lead pre-event strategy meetings with clients and departments to determine appropriate use of space, AV/tech needs, security, and catering requirements
• Anticipate potential challenges, perform risk assessments, and recommend proactive, creative solutions to ensure successful outcomes for events
• Ensure efficient, consistent, and accurate information sharing with the Offices of the President, Advancement, Student Life, Heritage Center, Residence Life, Dining Services, Facilities, Athletics, Information Technology, and Security
• Foster long-term relationships with internal departments and external vendors through reliable support, clear communication, and high service standards
• Supervise or collaborate with staff on room configurations, furniture/equipment set-ups, and event execution logistics
• Perform post-event evaluations to improve event efficiencies
• Work closely with the Office of the President with coordination to ensure the success of President-related special events
• Prepare and process event contracts, event billing, and confirmations with attention to timeliness and financial accuracy
• Maintain event services budget lines in support of campus event needs as well as build and recruit third party relationships and reservations when appropriate
• Perform additional duties aligned with the evolving needs of the University and its Mission

Position Skills and Abilities:

• Superior judgement and interpersonal skills in working seamlessly and affectively within a campus community in partnership with vendors and campus departments
• Ability to work closely and creatively with multiple stakeholders within a variety of events and multi-task their individual requirements
• Ability to manage tasks associated with the supervising of event set-up and tear down
• Capability to do moderate physical activity as it relates to event planning, set-up, and oversight

Requirements:

• Bachelor's degree and a minimum of two years' experience in event planning and/or management in a university or complex institutional setting is preferred
• Proficient in Microsoft Office products as well as the operation of Campus Scheduling software
• Familiarity with a University environment is preferred

To apply with a growing faith-based University for the Director of Scheduling and Event Planning position, please submit a UD Employment Application with an attached cover letter, resume, and three professional references or email application materials to HR@dbq.edu.

Applications from qualified persons with diverse backgrounds and cultures, including women and persons of color, are welcomed. AA/EEO. For more information regarding the Jeanne Clery Act, please go to https://www.dbq.edu/SafetySecurity/JeanneCleryAct/.