Working Title: Associate Director, Ceremonies & Events
Department Name: University Advancement
Division: University Advancement
Classification Title: Administrator II
MPP employees serve at the pleasure of the campus President. MPPs do not serve a probationary period and never receive permanent status.
Position Salary Range: $6,604 - $9,907 per month
The anticipated hiring range for this position is $6,604 - $7,000 per month.
Salary is commensurate with experience.
Review of applications will begin Wednesday, October 2, 2024, and the position will remain open until filled.
About the Department/Position:
Under the general direction of the Executive Director of Ceremonies & Events, the Associate Director is responsible for the logistics in planning, producing, and executing the University campus Commencement, Cultural Graduation Ceremonies, Fall Convocation. New Student Convocation, UA events and other university-related events. Oversee event related budgets falling under the purview of the Ceremonies and Events department, also includes tracking and reconciling expenses, revenue payments, to ensure payment or receipt, and to provide a fiscal variance analysis from year to year. Acts as a liaison between C&E, and outside regulatory agencies, to obtain any needed event permits, and to ensure compliance with all regulatory agencies.
Overview of Duties and Responsibilities:
- Plan and manage the annual Commencement Ceremonies; the design of ceremony, venue logistics, college groupings, and number of ceremony days based on graduation reports.
- Budget oversight management, vendor relations, vendor expense and revenue tracking, updates to website, tracking graduation and participation reports, working with academic advisors, working with communications on the program, videos and other elements, scheduling Commencement Fair, working with the Provost's office on ceremony structure, script writing, and selection process for student speakers.
- Schedules Commencement 101 sessions and updates materials.
- Executes all details related to Commencement.
- Manage the logistics in planning, producing, and executing the University campus, Cultural Graduation Ceremonies, Fall Convocation. New Student Convocation, UA events and other university-related events.
- Oversee event related budgets falling under the purview of the Ceremonies and Events department, also includes tracking and reconciling expenses, revenue payments, to ensure payment or receipt, and to provide a fiscal variance analysis from year to year.
Minimum Qualifications:
- Professionals at this level usually have five - seven (5-7) years of experience and/or the equivalent to a bachelor’s degree. Two - three (2-3) years of supervisory/managerial experience required.
- CA Driver License Required
Knowledge, Skills, and Abilities:
- Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
- Thorough knowledge of modern office procedures, practices, methods, and records management, and to be fully functional in all technical aspects of work assignments.
- Knowledge of proper customer service-oriented techniques.
- Thorough mastery of English grammar, punctuation, and spelling; clearly organized thought using proper sentence construction, punctuation, and grammar; perform difficult typing duties; format correspondence, reports, and written directives; compose correspondence from fragmentary instructions.
- Knowledge of budget policies and procedures.
Preferred Qualifications:
- Work experience in event management or event operations.
- Large scale event planning experience (1000+) attendees. Experience working with high-level professionals including congressional, trustees, and C-level executives. Savvy social media communication knowledge.
- Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
- Skill in planning, organizing, coordinating and performing work in complex situations.
- Skill in using software applications to prepare spreadsheets, tables, and charts.
- Ability to independently handle multiple work unit priorities and projects.
- Ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist.
- Ability to use office software packages, technology, and systems
- Ability to troubleshoot most office administration problems and respond to all inquiries related to work area.
- Ability to draft and compose correspondence and standard reports.
- Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
- Ability to be fully functional in all technical aspects of work assignments.
- Ability to operate standard office equipment.
- Ability to identify and address training needs or support staff and students.
- Ability to exercise judgment and independently handle multiple work unit priorities and projects.
- Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
- Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
- Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
- Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
- Ability to use negotiation and persuasion skills to achieve results and expedite projects.
To view the full position description, click “Position Description” above.
General Information:
- Satisfactory completion of a background check (including a criminal records check) is required for employment. Failure to satisfactorily complete the background check may affect the application status of applicants or the continued employment of current CSU employees who apply for the position.
- In accordance with the California State University (CSU) Out-of-State Employment Policy, the CSU is a state entity whose business operations reside within the State of California and prohibits hiring employees to perform CSU-related work outside of California.
- The CSU system offers a competitive total compensation benefits package for employees and qualifying dependents, including medical, dental, vision, retirement, and tuition assistance. It is our goal to compensate employees equitably and fairly. You can access a full description of our benefits here.
- Possession of a valid Driver's License is required. Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program.
- The person holding this position is considered a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
- This position is a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.
Closing Statement
California State University, Dominguez Hills, is strongly committed to achieving excellence through a diverse workforce. Individuals with disabilities requesting accommodations under the Americans with Disabilities Act (ADA) may call the Human Resources Office at (310) 243-3771.
California State University Dominguez Hills is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.
Employees at California State University, Dominguez Hills shall abide by the Nondiscrimination Statement