Assistant Director, Events and Summer Services
Haverford College invites applications to our available full time, exempt (at least 37.5 hours per week), benefit eligible Assistant Director, Events and Summer Services position.
The Assistant Director is part of the Administrative Auxiliary Services Office and responsible for managing the scheduling and coordination of all campus event/room reservations, summer camps & conferences, and summer student housing. This position serves as the liaison between internal and external clients and campus support services, meeting or exceeding customer service expectations. The position involves working with a wide variety of students, faculty, staff and external clients. Attention to detail, excellent customer service and the ability to manage multiple tasks at once are critical aspects to this position.
Essential Functions & Primary Responsibilities:
- Oversee/manage all aspects of the Event Management System (EMS), including room scheduling, campus services coordination, and event oversight.
- Serve as the liaison to all internal and external departments/groups for event scheduling, support and coordination of events.
- Manage all EMS workflow processes, including room approvers, support service departments, invoicing, and monthly reconciliation.
- Coordination of campus support services for events, including Catering, Housekeeping, AV, and Campus Safety.
- Participate in and facilitate regular meetings with campus partners, event organizers and external clients.
- Work closely with the Student Engagement Office to schedule, plan, and coordinate student events.
- Staff and provide support for major campus events, including but not limited to Commencement, Alumni Weekend, and Open Campus Day.
- Oversee on-campus guest housing (14 hotel style rooms), including reservations, invoicing, payment, check in/out, room amenities, key/card inventory and programming.
- Centralized oversight and management of all summer camps, conferences, and events.
- Schedule dining times, dorm assignments, classrooms, lab spaces, and athletic facilities for all summer programs.
- Facilitate and staff all summer group check-ins and check-outs, including key and card access distribution.
- Participate in weekly meetings prior to and throughout the summer months with all clients.
- Coordination of campus support services for all summer programs, including Facilities, Dining Services, AV, and Campus Safety.
- Maintains campus wide dorm key and card access inventory. Works closely with the Residential Life Office and Facilities Management to coordinate annual key verification, distribution, and lock changes.
- Maintain all summer supplies and technology, including computers, printers, office equipment, and storage for summer programs.
- Recruit, schedule, and supervise summer student staff.
- Assist with attracting new summer clients and retaining current summer programs.
Student Summer Housing
- Facilitate summer housing of approximately 250 students each summer
- Manage summer housing application process, including room assignments, roommate selection, and employment verification.
- Develop and maintain student housing agreement.
- Oversee the collection of monthly rent payments and other summer housing fees.
- Maintain all records in the Housing Director software and provide timely reporting to various campus departments.
Ability to work nights and weekends at certain peak times, especially during the summer months and participate in on-call rotation.
Customer service is a critical component of this position, including the ability to respond to a wide variety of inquiries and provide professional and timely responses to the campus community and visitors.
Other duties as assigned.
Line of Report: This position reports to the Director, Administrative Auxiliary Services. There are no direct reports to the Assistant Director.
Education, Training, & Experience:
Bachelor’s degree required.
2-4 years’ experience in college event management, summer camp/conference coordination, or a related field.
Demonstrated experience with Event Management System (EMS) or similar event scheduling software.
Knowledge of Adirondack Housing Director or similar housing software.
Strong computer skills and preferred knowledge of Microsoft Office, Google Apps.
Strong attention to detail, a high level of accuracy and excellent customer service.
Ability to prioritize multiple projects/tasks simultaneously.
Self-starter, works well without significant supervision.
Possession of a valid U.S. Drivers’ license and ability to pass a Motor Vehicle Record check are required
Ability to obtain and maintain PA Act 153 Child Abuse clearances is required
Covid-19 Vaccination: All faculty and staff (including contract workers) who are employed or engaged by Haverford College must be fully vaccinated against COVID-19, and provide proof of vaccination, unless an exemption from this policy has been granted as an accommodation or otherwise.
Physical Demands and Environmental Conditions Required of this Position:
- Lifting (to exert strength to move objects from one place to another):
- Sedentary Lifting: (0-10 pounds) Three to six hours
- Light Lifting (10-20 pounds): Up to three hours
- Moderate Lifting (20-50 pounds): Up to three hours
- Heavy Lifting (50 to 100 pounds): Never
- Pulling (to draw an object toward oneself to move or change its direction): Up to three hours
- Pushing (to exert force upon an abject to move or change its direction): Up to three hours
- Carrying (to hold objects while moving entire body): Up to three hours
- Reaching or working above shoulder (to extend arms upward or outward away from body): Up to three hours
- Walking (to move entire body in erect position): Up to three hours
- Standing (to maintain body in erect posture in stationary position): Three to six hours
- Sitting (to rest weight on buttocks and back of thighs with legs bent at knees): Three to six hours
- Crouching/Stooping (to bend upper body forward while fully flexing knees): Up to three hours
- Kneeling (to maintain upper body in erect position while resting knees on ground): Up to three hours
- Climbing (to ascend or descent heights using ladders, scaffolding, stairs, poles, inclined surfaces): Up to three hours
- Twisting (to rotate upper body while feet remain stationary): Up to three hours
- Driving (operating a motor vehicle, crane, tractor, forklift, etc.): Up to three hours
- Exposure Limitation (i.e., cold water, dust, gas, fumes, extreme temperatures): Never
To Apply: Interested applicants are invited to submit an application, to include a cover letter, resume, and contact information for three (3) references as a single Word document or pdf by visiting https://haverford.wd1.myworkdayjobs.com/en-US/External/job/Haverford-Campus/Assistant-Director--Events-and-Summer-Services_R354. The application deadline is December 4, 2021. Failure to provide the required documents may result in lack of consideration. Haverford College does not sponsor visas.
Haverford College is an Equal Opportunity/Affirmative Action employer committed to diversity, equity, inclusion, social justice, and providing equal opportunities and access to all individuals regardless of race, ethnicity, religion, gender identity, sexual orientation, national origin or ancestry, age, marital status, disability, or veteran status. Women, non-binary and transgender individuals, people of color, Indigenous people, and those with other or multiple historically marginalized and/or underrepresented identities are especially encouraged to apply. Haverford College and our consortial partners are located on Lenape land.