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University of Rochester Assistant Director Admissions, Programming and Events - 236897 in Rochester, New York

Assistant Director Admissions, Programming and Events Job ID 236897

Location The College Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 053 Admissions

Schedule

8:30 AM-5 PM; FREQ WKNDS/HOLS

Responsibilities

GENERAL PURPOSE:

The Project Manager, Programming and Events (PMPE) is an integral member of the Admissions Programming and Events Team, reporting directly to the Senior Associate Director of Admissions, Programming and Events. The individual is a team leader, expert consultant, and collaborates with program managers and the project teams from across the division on frequent admissions and enrollment events, on and off-campus as well as virtually.

This position is responsible for contributing toward the logistical development, implementation, and successful execution of Admissions, Financial Aid and Enrollment (AFE)’s calendar of on, off campus and virtual events, such as prospective, admitted student, current student employment programming, and conferences. This position is integral in providing a professional, informative, and welcoming event experience that plays a role in engaging with prospective students, their families, as well as school counselors, community-based organization counselors and many other constituents internally, and externally who support the college/university search process for students. AFE events are a crucial component of the University of Rochester’s visibility, building relationships, increasing brand identity, and enrolling an incoming class of first year and transfer students that meet both enrollment and revenue goals.

RESPONSIBILITIES:

Program Logistics Management

  • Plans and manages AFE event logistics for large admissions and enrollment events, including but not limited to open houses, on campus yield programming, off campus interview/yield events, conference counselor outreach programs and a full suite of virtual programming using virtual webinar tools.

  • Negotiates agreements with campus and external services related to event logistics; contracts with service providers and vendors to ensure costs and services maximize event success and minimize budgetary impact. Review’s relationships and agreements on a regular basis; deciding to maintain or sever provider relationships.

  • Plans events via multiple channels, both in person and virtually, in collaboration with University partners (including Parking & Transportation Management, Event and Classroom Management, Facilities, Dining/Catering, Public Safety, Residential Life, Athletics, Student Activities, etc.), and the Admissions Programming and Events Team to create effective and engaging event agendas and ensure that programs run smoothly.

  • Ensures compliance with University and state policies and laws, including insurance requirements, vendor permits, food and beverage service, etc.

  • Consults with the Senior Associate Director of Admissions, Programming and Events, manages appropriate staffing levels in support of event agendas; creates the framework for electronic staff assignments to direct staff support activities on program days to provide a seamless customer service experience.

  • Ensures partner’s invoices are prepared; tracks payments for consortia events to confirm accurate and timely processing.

  • Manages logistical information (contracts, agendas, etc.) to ensure that stakeholders have all required event planning documents for off-campus events that assures positive attendee experiences.

  • Trouble shoots and resolves issues that may arise from vendor confusion, last-minute changes, and/or logistical and customer service complications. Travel as required to off-campus events when additional event leadership is needed.

Programming and Events Support

  • Develops and maintains an annual calendar of events to support Enrollment goals that outlines the suite of events including highly selective interview programs, open house, admitted experience days, interview days with regional alumni volunteers, functions for school counselors, etc.

  • Focuses on real-time spending that occurs prior, during, and after events have transpired and ensures that budgetary spending remains on target.

  • Reviews budgets periodically to analyze trends affecting budget needs and provides Senior Associate Director of Admissions, Programming and Events, Financial Analyst, and Project Manager the insight for annual budget submission.

  • Collaborates with associate and director level office leaders across the University, solicits, evaluates, and provide event feedback from program participants to incorporate changes for subsequent campus events.

  • Designs, analyzes, and delivers reports on campus events to senior leaders in AFE, Deans, directors, and other campus partner leadership (Dining, CCAS, ResLife, etc.), regarding the status of campus events, including registered, attended, and enrolled numbers using yearly comparisons.

    Programming and Events Systems Management

  • Manages key systems (Slate, Basecamp, Zoom) that deliver and support all AFE programming and events throughout the year.

  • Directs appropriate and timely programming of events through Slate to ensure registration and communications related to events are available and functioning accurately.

  • Serves as office-wide expert on use of Basecamp project management software in order to support all levels of project and event planning.

  • Facilitates all facets of the use of Zoom platform as a medium to provide optimal and engaging virtual opportunities for programming and events across AFE.

Supervisory

  • Supervises and trains dedicated staff members who support the role of programming and events using internal and external resources, combined with their own skills and job-related experience; contributes to and supports the success of internal management structures within AFE.

  • Partners with other Programming and Events staff to ensure proper coverage during events and provides ongoing feedback to student staff supervisors on student conduct and performance.

  • Co-leads and manages the Project Planning Team for event projects that encompass programmatic and communication/technology components in support of admissions and enrollment goals, including pre-project consultation meetings with program managers.

Other Responsibilities

  • Continues their growth and development in the Admissions domain through attendance at conferences, workshops, and campus events as a participant, panelist, presenter, or moderator; researches and implements best practices, remains current and incorporates knowledge into practice.

  • Other duties as assigned by supervisor or other department senior leaders.

QUALIFICATIONS:

  • Bachelor’s degree required.

  • Two years of event planning experience, or equivalent combination of education and experience required.

  • Event and or program management required.

  • Higher education and/or college admissions preferred.

  • Microsoft Suite of Products or the equivalent and data analysis required.

  • SLATE and Zoom experience preferred.

  • Ability to travel by air (perhaps internationally), rail, and water preferred.

  • Valid driver’s license required.

    The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

    How To Apply

COVER LETTER MUST BE PAGE ONE OF RESUME

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

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