• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $110,000 - $125,000

Position Summary

The Director, University Ceremonies leads the design, planning and execution of University Commencement and other related activities. The Director is responsible for the project management and team expertise of University Ceremonies and all institutional ceremonial programming to ensure that the highest possible standards are met within given budget requirements.

Responsibilities

• Serves as the lead project manager, supervising the production of all university ceremonies and related events. Oversees all aspects of the planning process, maintaining ceremonial traditions and modernizing programming, while consistently meeting the standards of excellence of the Offices of the President and Secretary.
• Manages a team of professionals and other event support staff. Responsible for the proactive and ongoing training, mentorship, and development of subordinates, in line with the core attributes, strategy, and mission of the University.
• Exercises responsible budget management and vendor negotiation. Develops and implements procedures related to financial planning and budgeting; tracks event and program budgets and expense summaries. Responsible for extensive budget forecasting, updating, and tracking as it relates to all Commencement related planning and execution throughout the academic year. Provides ongoing client and vendor contract analysis interpreting overlap and coordination points, generate reports to aid in budget, financial tracking, and cost streamlining.
• Works with the Deputy Secretary to develop and maintain relationships with key University stakeholders to support event objectives. Evaluates strategies and proposes improvements for upcoming events. Evaluates post-event and program recommendations. Develops strategies and plans for improvement and growth opportunities for events across campus including presidential programming and events.
• Interfaces with the highest levels of internal and external clients and partners including Government Officials, Columbia University Trustees, and Senior Administrators. Prepares relevant content for briefings and executive communications. Briefs key stakeholders and program participants at events to ensure flawless execution of programming.
• Develops strategies related to all Commencement Week planning and workflow. Serves as the project management lead on the production and administrative operations of Commencement Week planning and execution. Establishes procedures, manages University partner relationships, and continuously analyzes all aspects of Commencement Week.
• In collaboration with colleagues, oversees the implementation of strategic marketing plans, correspondence, and promotion for assigned programming, including the development of web content, printed and digital materials, and oversight of websites, maintaining exceptional knowledge of Columbia University style guide.
• Maintains collegial relationship with peers, works collaboratively to exchange ideas, contributes to Office of the President goals, and further develops team skills
• Responsible for the hiring, training, schedule development, and project management of Commencement staff (temporary, volunteers, work-study students), planning and event execution.
• Additional duties as assigned.

Minimum Qualifications

Bachelor's degree required. Minimum of five years of related experience.

Additional Position-Specific Minimum Qualifications

Supervisory experience required. Must demonstrate outstanding interpersonal skills and the ability to work in a fast-paced environment while maintaining a calm and professional demeanor. Excellent written and verbal communication skills are required. Must be highly detail-oriented and have exceptional project management and organizational skills with the ability to handle multiple tasks at once. Ability to meet deadlines under pressure accurately and while producing high-level work. Must exercise a high degree of diplomacy, problem solving, and ability to collaborate and synthesize input of partners and University stakeholders as it relates to program planning. Confidentiality and discretion are required. Will demonstrate proactive, innovative, and analytical thinking and execution. Ability to work evenings and weekends is required. Ability to work effectively, tactfully, and equitably with a broad constituency of project stakeholders is essential.

Preferred Qualifications

Minimum of eight years event production experience preferred. Experience in a university, major cultural institution, or other comparable environment is desirable.