Location: Newark,NJ, USA
Title:
Senior Director, Events and Engagement
Department:
Office of the Provost
Reports To:
Chief of Staff, Office of the Provost
Position Type:
Staff
Position Summary:
Under the limited direction of the Chief of Staff to the Provost and working closely with both the Offices of the President and Provost, develops a comprehensive strategy to prioritize, organize, and market high-level, strategic NJIT events and establishes, directs, and implements the overall field-level operations for these events to engage the internal and external community and further the mission of NJIT. The Sr. Director is responsible for leading the creative development and overall direction of strategic events, works independently, and has a high level of interaction with board members, senior administrators, faculty, alumni, staff, and the broader community. This position requires an advanced level of skill, diplomacy, and judgement as it works with university leadership to plan, develop, and execute events with a high level of sensitivity, financial, and reputational impact for the university.
Essential Functions:
* Develops, designs, organizes, and implements short and long-range event goals, strategies, and detailed plans designed to increase engagement with and visibility of NJIT for both internal and external audiences. Responsible for the logistics and planning for both high impact and high-profile events and initiatives, as well as smaller scale but strategic events. Events include Commencement, Convocation, Board Day, Dana Knox Research Symposium, awards ceremonies, VIP guest visits, Board of Trustees-related events, Cabinet-level events, events where NJIT hosts external delegations, etc.
* Exercises autonomy in researching, evaluating, developing, and executing events designed to engage university faculty and staff, current and prospective students, and the broader community.
* Responsible for the planning and execution of the annual NJIT commencement event for 2,700+ graduates and 12,000+ guests including families, alumni, and prominent speakers. Responsibilities include the creation of a full run of show, coordination and logistics of speakers, video, graduate and VIP staging, procession, recruitment and management of volunteers, and answering graduate and parent questions, etc.
* Maintain comprehensive documentation for all events and engagements, including creating and updating project-management style spreadsheets to track tasks, timelines, and resources. Ensure all documents are organized, accessible, and consistently updated, providing the team with transparent and streamlined access to event plans and progress.
* Serves as operations lead to ensure all tasks tied to event operations are consistent, strategic, and well managed. Directs the work of multiple temporary workers, volunteers, and students, and ensures events staff are trained in and follow expected events protocols. Creates and ensures consistent staffing plan, guidelines, and protocols for all high-level events. Evaluates staffing needs for events and recruits, trains, and directs staff to ensure guest experiences at events meet expectations and goals of further engagement with NJIT.
* Works collaboratively with multiple offices and vendors across campus, including Strategic Communications and Marketing, Information Services and Technology, Real Estate Development and Capital Operations, Finance, and all academic colleges. Builds and manages effective working relationships with on-campus and off-campus vendors and suppliers, including technology, venues, movers, catering, florists, electricians, etc. Negotiates contracts and costs with vendors and suppliers to ensure best pricing while maintaining expectations of event quality.
* Designs and manages overall events budgets and reviews expenses for each event, developing fiscally responsible strategies and ensuring consistent quality of events across all budget types. Provides budget updates and analysis to the Offices of the President and Provost.
* Manages the selection process for event venues, including site visits, contract negotiations, and relationships with vendors. Manages site logistics for events, including staffing, menus, set up and floor plans, seating, parking, transportation, signage, dcor, lighting, photography, and media services to ensure alignment with overall event strategies.
Responsible for the preparation of all event documents for distribution to Senior Leadership including detailed timelines, invitations, VIP lists, seating charts, and staffing plans. Coordinates speaker remarks and all program details, including multimedia presentations. Oversees the purchasing of gifts for guests or hosts as needed. Serves as site person for all events, traveling to event locations, conducting site visits, managing on-site staff, and overseeing all event details including orientation of VIP hosts and speakers.
* Drives the creative development and distribution of event deliverables, including invitations, briefing materials, remarks, signage, etc. through collaborative work with Strategic Communications and Marketing.
* Develops and executes measurements to evaluate the success of events to ensure consistent return on investment and increased engagement with NJIT. Evaluates event outcomes by measuring event attendance and soliciting feedback. Integrates data into future event planning strategies.
* Lead post-event communication efforts by coordinating personalized thank-you messages to key stakeholders, volunteers, attendees, ensuring timely follow-up to foster engagement and strengthen relationships.
* Performs job-related duties as assigned.
Prerequisite Qualifications:
* Bachelor's degree, Master's preferred, and a minimum of five years of progressive experience in high-end special events, marketing, or related field, preferably in higher education.
* Ability to analyze and synthesize data, current practices, and other organizational criteria to create and implement event strategies to achieve unit, division, and organizational goals.
* Experience in project management and successfully managing multiple projects, particularly across departments requiring committee leadership and collaboration.
* Experience in managing budgets and financial reporting.
* Ability to establish and maintain good working relationships with all levels of people, including VIPs, internal and external to the organization, including working effectively in a team setting.
* Strong creative, oral, and written communication skills as well as strong presentation skills.
* Experience in managing multiple priorities, organizing, resource management, and working with tight deadlines.
* Background in computer proficiency - specifically Microsoft Office, Google Suite, and database experience.
* Ability to evaluate, develop, and edit timelines, briefing materials and event documents for critical audiences.
* Ability to work creatively and collaboratively with colleagues throughout the university community, including Senior Leadership, faculty, staff, students, alumni, and volunteers to deliver effective programs.
* A high degree of personal and professional integrity, poise, maturity, and excellent judgment.
* Ability to self-motivate, make independent judgment and to perform tasks on own initiative, many of which have no precedent.
* Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.
* Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.
* At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specifically preparing the candidate for success in the position.
Bargaining Unit:
Non-Aligned
Range/Band:
9
FLSA:
Exempt
Full-Time
Special Instructions to Applicants:
SPECIAL REQUIREMENTS:
* Evening and weekend hours as well as some travel required.
* Ability to lift 25 pounds.