Director, Events & Reservations

Job Description

Typical duties may include but are not limited to:

• Provides leadership and oversight of event coordination and facility reservations in all university classrooms, conference rooms, labs, multi-purpose spaces, and outdoor areas. Establishes, enforces, and revises policies and procedures to ensure efficient allocation of University resources.
• Ensures that all events are executed at the highest level of professionalism, from planning to post-event evaluation.
• Oversees the planning, coordination, and execution of all campus events, including academic ceremonies, conferences, student activities, and external events on behalf of University Advancement.
• Works closely with event organizers to understand their needs and provide tailored solutions for space, resources, and logistics.
• Ensures that events adhere to campus policies, safety regulations, and accessibility standards.
• Develops and enforces policies and procedures for space reservations, including prioritization, scheduling, and fee structures.
• Oversees the maintenance of a comprehensive calendar of campus events and reservations, coordinating with other departments to avoid conflicts.
• Creates and maintains strong collaborative relationships with all stakeholders of Campus Reservations, Campus Conference Programs, and Records Management.
• Develops department-specific strategic plans and establishes departmental priorities to achieve operational objectives and goals.
• Provides fiscal management and budget oversight of Campus Reservations, Campus Conference Programs, and Records Management accounts. Updates the campus use rate structure, formulates and implements fiscal policies and procedures to ensure alignment with strategic objectives and goals.
• Collects, analyzes and reports aggregate data based on relevant metrics. Demonstrates whether department and university goals are obtained, identifies trends and makes appropriate recommendations for revision of existing policies or practices.
• Designs, implements and continuously improves processes and systems for event management and campus reservations.
• Evaluates current practices and develop innovative solutions to enhance efficiency, consistency, and user experience.
• Oversees Administration of the R25 Scheduling System and X25 module ensuring efficient use of facilities and resources.
• Establishes and provides oversight a university-wide record management program relating to the creation, utilization, maintenance, retention, preservation, and disposal of university records. Analyzes, develops, and coordinates standards, procedures, and techniques of record making and record keeping to ensure security of records and safeguard against unauthorized or unlawful removal or loss of records.
• Serves on various university, division, and departmental committees.
• Serves as essential personnel and provides assistance in the event of an emergency on campus.

Other Duties:

• Performs other job-related duties as assigned.

Additional Job Description

Required Qualifications:

• This position requires either ten years of directly related full-time experience or, as an alternative, a Bachelor's degree from an accredited institution in Event Management, Hospitality, Business, Public Administration, Communications, or closely related field and six years of full-time experience directly related to the job functions.
• Experience supervising others.
• Professional full-time relevant business experience.
• Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, & Outlook).
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Preferred Qualifications:

• Master's Degree from an accredited institution in Business, Public Administration, Communications or closely related field.
• Work experience in higher education setting with a strong understanding of organizational practices and culture.

Knowledge, Skills & Abilities:

• Knowledge of principles and processes for providing customer service, including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of accounting, budgeting, finance or management principles, practices and procedures.
• Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, and coordination of people and resources.
• Knowledge of records management principles and retention guidelines, Florida Sunshine Law, and other laws and policies relevant to the position.
• Knowledge of or ability to learn Banner and Resource 25 Excellent interpersonal, verbal and written communication skills.
• Skill in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Ability to diffuse and respond professionally to stressful situations and difficult people.
• Ability to work collaboratively and build strategic relations with colleagues, coworkers, constituents, and the general public.
• Ability to think critically and make clear, well-reasoned and timely decisions.
• Ability to think critically and creatively, have a high standard of integrity, and be motivated to incorporate best practices into the organizational structure.
• Ability to collect, analyze, organize and present information in a meaningful manner.
• Ability to exercise a high degree of independent judgment in the establishment, interpretation, application, and enforcement of all rules, regulations, and policies.

Pay Grade: 20