Senior Associate Director of University Events -Ceremonial St.

John's University Salary:

$84,000.00

Annually Job Type:

Full-Time Administrator Job Number:

202600039

Location:

Queens Campus, NY Department:

Closing:

St. John's, established in 1870, has two New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University's outstanding academics, diverse student body, dynamic internship, and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John's University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations. A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John's is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. Our graduates will excel in the competencies and values needed for leadership and service in a rapidly evolving world. Job Summary The Senior Associate Director serves as the primary event manager and planning lead for the University's most visible institutional level events, including but not limited to ceremonial and academically affiliated events, including commencements, convocations, and other high-impact ceremonies and events. This role owns a defined portfolio of events and is responsible for the end-to-end planning, coordination, and execution of all events-related tasks, from early concept through delivery and post-event close-out. Working in close partnership with the Executive Director of the Office of University Events, the position shares accountability for event outcomes, execution readiness, and post-event assessment, consistent with the Office's tiered portfolio model. Portfolio ownership includes discipline around scope, sequencing, and resourcing decisions, escalating matters of institutional risk or protocol exception to the Executive Director. The role translates academic tradition, institutional standards, and presidential priorities into disciplined, high-quality events and represents the Office with professionalism, judgment, and discretion in all internal Job Responsibilities Portfolio Ownership & Event Management Serve as event manager for assigned events, including but not limited to ceremonial and academic such as commencements, convocations, and recognition ceremonies. Act as the single point of coordination for all planning and execution-related tasks for assigned events. Plan, integrate, and manage all event workstreams, ensuring tasks are identified, sequenced, and completed on schedule. Ensure alignment with University goals, presidential priorities, and institutional strategy. Event Planning Plan events that advance the priorities of the university while reflecting academic tradition, institutional protocol, and University standards. Develop comprehensive planning materials for review with the Executive Director, including: o Event programs and planning proposals o Identification of key program participants, speakers, honorees, stage party, and leadership roles o Guest lists, seating charts, stage seating plans, recognition plans, and VIP protocols o Event run-of-show documents, scripts, cues, directions, and staffing assignments Determine appropriate event locations (on- and off-campus) and submit recommendations for approval. Conduct research and prepare statistical or summary information to support planning, proposals, and evaluations. Execution, Logistics & Vendor Coordination Coordinate and oversee all logistical and operational elements of assigned events, including: o Venue preparation and space reservations o Staging, audiovisuals, accessibility, and security coordination o Vendor service requests, contracts, and floor plans o Catering coordination, menu development, and recommendations o Event staffing plans, including commencement host staffing and o Other event tasks as outlined in planning documents Lead on-site execution, managing flow, timing, transitions, and real-time issue resolution. Ensure all event materials and supplies are properly prepared, labeled, packed, and staged in advance. Commencement Planning & Committee Leadership Serve as co-chair of the Commencement Committees. Initiate and coordinate commencement committee schedules, planning timelines, and execution plans. Develop agendas and planning materials for review and discussion with Executive Director. Provide regular updates to the Executive Director to ensure alignment on priorities, readiness, and key decisions. Partnership & Collaboration Work in close partnership with University leadership and, as needed, unit-based professionals to ensure clarity of roles, decision-rights, and shared accountability. Support event objectives while maintaining institutional standards, protocol, and governance expectations. Provide regular updates to the Executive Director to ensure alignment on priorities, readiness, and key decisions. Event Administration, Communications & Documentation Prepare all event-related documents in accordance with Office procedures and governance standards. Coordinate development of event communications and collateral in collaboration with MarCom. Draft, review, and proof communications and printed materials for final approval. Maintain reservation databases, as needed, seating charts, and master reply lists; execute mail merges and invitation distribution. Maintain accurate electronic and hard-copy event files, including prior-year records, event binders, and shared folders. Collaborate with the Assistant Director of Office Operations and Administration on event budgets and financial tracking. Collaborate with Manager of Protocol and Event Systems Coordinator to improve efficiency and productivity as it relates to event tasks. Assessment, Reporting, and Continuous Improvement Work with the Executive Director to define desired outcomes and measures of success for events. Analyze the success of each event and identify opportunities for refinement and improvement in relation to strategic outcomes. Prepare post-event assessments summarizing outcomes, feedback, and lessons learned. Lead post-event evaluation, documentation, and reporting for assigned events. Provide data, insights, and recommendations to support portfolio-level KPI assessment and continuous improvement efforts. Communication and Collaboration Provide timely updates to the Executive Director and collaborate with University offices, event partners, schools, colleges, administrative units, and external partners to support effective planning and timely resolution of event-related issues. Represent the Office of University Events with professionalism, discretion, and institutional awareness at all times. Assist with planning other high-level events and projects as needed. The role operates within institutional standards, protocols, and decision-making frameworks established by the Office and does not establish University-wide event policy or protocol. Competencies, Education, Experience Deep understanding of academic ceremony, institutional protocol, and higher education culture. Strong event planning and management skills in complex, high-visibility, ceremonial environments. Demonstrated ability to plan, integrate, and manage large numbers of detailed, interdependent tasks. Excellent follow-through and accountability; exercises independent judgment and sound decision-making. Strong sense of urgency with a commitment to accuracy, quality, and timeliness. Exceptional attention to detail; strong organizational and time-management skills. Proven ability to manage multiple priorities and competing deadlines effectively. Sound judgment and risk awareness, particularly in reputationally sensitive or ceremonial contexts. Strong critical-thinking and problem-solving skills; resolves issues under pressure with professionalism and speed. Maintains a calm, composed demeanor in high-stress and time-sensitive situations. Ability to balance tradition, institutional standards, innovation, and operational practicality within governance frameworks. Strong interpersonal and diplomatic skills; ability to build effective relationships with senior leadership, faculty, donors, alumni, students, and campus partners. Clear, effective written, verbal, and interpersonal communication skills. Ability to work independently in a fast-paced environment while functioning as a collaborative team member. Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Access. Required Qualifications Bachelor's degree required 7-10 years of experience in ceremonial events, academic event planning, and/or institutional events, in protocol-driven environments Demonstrated experience planning and executing large-scale, high-profile events Strong organizational, coordination, and problem-solving skills Preferred Qualifications Master's degree in higher education administration, communications, public administration, hospitality, or a related field Experience in a higher education or mission-driven institutional setting Direct experience with commencements or major academic ceremonies Supervisory Responsibility No Additional Eligibility Qualifications N/A Other Duties This job description is not intended to be all-inclusive. Duties and responsibilities may change in response to institutional priorities and operational needs. Supplemental Information Work Environment This job operates in a professional office environment. This role uses standard office equipment such as personal computers, printers, etc. Physical Demands While performing the duties of this job, the employee is required to stand, move about, and communicate. The employee must lift or move up to 20-40 lbs. and perform moderate physical activity for event preparations and setups. Environmental Conditions N/A Position Type/Expected Hours of Work This is a full-time position in the office. Days and hours of work are Monday through Friday, 8:30 a.m. to 4:30 p.m. in the office. This position requires long hours and weekend work for event preparation and on event days. Attendance at events, and evening and weekend work is required. Work hours may vary based on operational needs. Travel Local and tri-state travel is required for off-site events, site visits, and event-related errands and meetings. Important Note- St. John's is NOT an E-Verify Employer St. John's offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. St. John's University considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John's performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events Any offer of employment is subject to receipt by St. John's University of satisfactory references, verification of employment and education. St. John's University is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law. To apply, please visit https://www.schooljobs.com/careers/stjohns/jobs/5468047/senior-associate-director-of-university-events-ceremonial je-5d452a7c83fd472e8edeecb4a1fcc469