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Join a collaborative higher education team responsible for planning and executing one of the institution’s most visible and celebrated events. This role oversees commencement ceremonies and other campus-wide events, ensuring an exceptional experience for graduates, families, faculty, staff, and distinguished guests.
Responsibilities
- Lead the planning, coordination, and execution of commencement ceremonies, including undergraduate, graduate, and specialty recognition events.
- Develop comprehensive event timelines, project plans, seating diagrams, and production schedules.
- Coordinate event logistics including venue setup, registration processes, parking, transportation, accessibility accommodations, and crowd management.
- Serve as the primary liaison for academic departments, university leadership, faculty, vendors, and external partners involved in commencement activities.
- Manage communication with graduates regarding ceremony details, deadlines, regalia, ticketing, and event participation requirements.
- Coordinate commencement-related vendors including audiovisual providers, photographers, florists, security personnel, caterers, and rental companies.
- Oversee budget tracking, vendor contracts, purchase orders, invoicing, and expense reconciliation.
- Coordinate commencement speaker logistics, VIP accommodations, and protocol requirements.
- Partner with facilities, public safety, and operations teams to ensure event readiness and compliance with safety standards.
- Manage event registration platforms, attendee tracking, guest communications, and reporting.
- Develop contingency plans for weather, venue changes, emergencies, and other event-related risks.
- Coordinate event staffing, volunteer recruitment, training, and scheduling.
- Conduct site visits and planning meetings to ensure seamless execution of all event components.
- Oversee event setup, day-of operations, troubleshooting, and event breakdown activities.
- Analyze post-event feedback and prepare reports with recommendations for future improvements.
- Support the planning and execution of additional conferences, academic ceremonies, board meetings, and campus-wide events throughout the year.
- Maintain event documentation, policies, standard operating procedures, and historical records.
Requirements
- Bachelor’s degree in Event Management, Hospitality, Communications, Higher Education Administration, Marketing, or a related field.
- 3+ years of event planning, conference planning, commencement planning, higher education events, or large-scale corporate event experience.
- Experience managing complex events involving multiple stakeholders and large attendee populations.
- Strong project management skills with the ability to manage multiple deadlines simultaneously.
- Experience coordinating vendors, contracts, budgets, and invoice processing.
- Excellent verbal and written communication skills.
- Strong attention to detail and problem-solving abilities.
- Experience with event management software, registration platforms, and Microsoft Office Suite.
- Ability to work evenings, weekends, and flexible hours during peak event periods.
- Ability to remain calm under pressure and respond effectively to changing priorities.
- Experience in a college, university, nonprofit, association, or conference environment preferred.
- Knowledge of commencement protocols, academic ceremonies, and large-scale event operations preferred.
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