Assistant Director of Events

We are looking for a successful and enthusiastic event planner to help lead production for events from conception to completion. Reporting to the Senior Associate Director of Guest Experiences, the Assistant Director of Events will support the delivery of effective on-campus, off-campus, and virtual events for all student populations as well as key enrollment partners aligned with the strategic goals of the university.
Will work as part of the Visit and Events team and be responsible for organizing and enhancing the admission event experience to make sure all events are properly executed and staffed by professional staff, faculty, and student ambassadors to provide an authentic, meaningful, and positive experience for prospective students and other constituents.

Travel is required, as well as occasional weekend and evening work, for school/university visits, college fairs, special presentations, and conferences representing the university to a wide and diverse audience. Will be responsible for both small and large group presentations.

COMMUNICATIONS
Demonstrate a high level of organization and time management within events management along with a high level of creativity and problem-solving of event development.

Communicate extensively with prospective students and applicants primarily through electronic, verbal, and in-person means regarding the application/admission process and opportunities/services at IIT ; will also need to effectively communicate internally with IIT faculty, staff, and current students. Give presentations to small and large groups both at on-campus programs and while traveling.

Demonstrate communication, interpersonal and organizational skills along with the ability to function as a team player. Influence management by supplying key data that assist in decision-making.

Represent the university to prospective and current students and their families, as well as peer university personnel and other external groups, both on and off-campus.

CUSTOMER SERVICE
Ability and commitment to providing extraordinary customer service to one’s colleagues, prospective and current students, and any other individual or organization connected to the delivery and enhancement of the university’s mission and vision statement.

Demonstrated ability to work in a team-based environment. Ability to work with traditional and non-traditional students.

Special Schedule Requirements
Ability to work some nights and weekends.

EEOC Statement
Illinois Institute of Technology is an EEO /AA/Title VI/Title IX/Section 504/ ADA / ADEA employer dedicated to building a community of excellence, equity, inclusion and diversity. It is committed to fostering an inclusive environment and actively seeks applications from individuals of all backgrounds and identities regardless of race, color, sex, marital status, religion, national origin, disability, age, unfavorable discharge from the military, status as a protected veteran, sexual orientation including gender identity and expression, order of protection status, and/or genetic information. All qualified applicants will receive equal consideration for employment.

Qualifications

Education & Experience
Bachelor’s degree required.

Proven experience as an events planner or organizer

Knowledge & Skills
Excellent time management and communication skills

Ability to manage multiple projects independently

Microsoft Office proficiency

Zoom proficiency

Experience working in a diverse environment and/or with diverse clientele

Demonstrated presentation skills and strong public speaking ability

SUPERVISION & BUDGET AUTHORITY
Hire, train, manage, and retain student employees in the Assistant Admission Counselor position.

Manage budget and spending decisions for events occurring within the Office of Undergraduate in Admission collaborating with the Senior Associate Director on spending reports.

Physical Environment and Requirements
Normal office environment

Shared workspace

Position requires the ability to travel to remote locations and to load and transport boxes of admission materials, displays and other equipment. Ability to give tours of campus if necessary.

Certifications and Licenses

List any certifications or licenses that are either required or helpful in performing the job, designating whether required or preferred.
Valid driver’s license and passport are required.

Key Responsibilities

Key Responsibility
Event Planning

Logistics:
Work closely with the Senior Associate Director of Guest Experiences and the Visits and Events team to plan, coordinate, and implement large and small-scale event opportunities for both prospective students and other constituents such as families, counselors, alumni, orientation, etc. Develop event programming for specific events, collaborate with internal and external partners, plan catering and facilities orders, and manage space and other logistical needs. Coordinate and monitor event timelines and ensure deadlines are met. Initiate, coordinate, and/or participate in all efforts to publicize events. Work with the Marketing and Communications department to develop event invitations. Coordinate event materials and data, including registration and attendee tracking, presentation and materials support, and pre- and post-event evaluations.

Budget:
Manage budget and spending decisions for events occurring within the Office of Undergraduate in Admission collaboration with the Senior Associate Director on spending reports.

Data Analytics:
Analyze event data such as guest and staff surveys, event/visit registration and attendance data and trends, space capacities, and feedback from campus partners and make recommendations for program improvements.

Supervision:
Hire, train, manage and retain student employees in the Assistant Admission Counselor position.

Signature Events:

• Discover Days
• Hawk Preview Days
• Innovation Day
• Counselor Visit Day
• Scholarship Symposium
• Counselor Fly-in

Percentage Of Time
70

Key Responsibility
Virtual Event Management

Plan, coordinate, and implement strategic virtual events to showcase the Illinois Tech experience. Determine appropriate recruitment events for different schools/regions/audiences.

Develop event programming for specific virtual experiences, collaborate with internal and external partners, plan Zoom staffing and logistics. Coordinate and monitor event timelines and ensure deadlines are met. Initiate, coordinate and/or participate in all efforts to publicize events. Coordinate event materials and data, including registration and attendee tracking, presentation and materials support, and pre- and post-event evaluations.

Percentage Of Time
20

Key Responsibility
Other Duties

Other duties and special projects as assigned by Senior Associate Director of Guest Experiences supporting the overall enrollment goals and the mission and vision of the university.

Provide counseling regarding the admission process and opportunities at the university. One-on-one admissions counseling to diverse populations is an important responsibility of this position. Admission counseling occurs primarily by in-person or virtual appointments, phone calls, and emails.

• Create professional development opportunities for Hawk Ambassadors
• Assist the Pre-College team with creating curated experiences

Percentage Of Time
10

Posting Information

Work Hours
Monday – Friday, 8:30 a.m.-5:00 p.m.

Position Category
Full Time

Posting Date
06/01/2023

Closing Date

Posted Until Filled
Yes

Quicklink for Posting
https://iit7.peopleadmin.com/postings/9566