Assistant Director, Student Involvement

Job Details

Wesleyan University, founded in 1831, is a diverse, energetic liberal arts community where critical thinking and practical idealism go hand in hand.

The Office of Student Involvement (OSI) cultivates a vibrant and inclusive campus community by empowering students and student organizations through leadership development, collaborative programming, fiscal responsibility, and meaningful traditions. The office serves as a central resource for extracurricular engagement, supporting over 200 student groups and coordinating signature events from New Student Orientation to Senior Week that foster connection, celebration, and a strong sense of belonging.

Reporting to the Director of Student Involvement, the Assistant Director supports and advises Wesleyan student leaders and assists in the coordination of student-initiated campus events. The Assistant Director also helps to prepare students to be active and effective leaders and event planners. This position contributes to departmental planning and supports the implementation of established policies and procedures related to student programming and events.

Responsibilities

STUDENT ADVISING

• Advise student event planners with program planning, room reservations, budgeting, and Wesleyan contracting.
• Work with other administrative and academic departments to enhance campus programs and increase collaboration on campus.
• Provide advising and support to student leaders, including members of the Wesleyan Student Assembly. Assist with addressing student issues and concerns, facilitate referrals as necessary.
• Develop contacts with student leaders and encourage active student participation in the planning and implementation of campus programs.
• Provide workshops and trainings to student group leaders on event planning procedures and strategies.

PROGRAMS & ORIENTATION

• Assist in the organizing and planning of New Student Orientation (NSO) programs by serving as a member of the Campus Wide Planning Team.
• Assist with the hiring, supervision, and training of Orientation Interns and Orientation Leaders.
• Book spaces and coordinate with campus partners and service providers for implementation of all Orientation programs and activities.
• Supervise and coordinate late-night social events during new student orientation, ensuring a safe, inclusive, and engaging environment for all participants, while managing logistics, staff, and participant behavior.
• Plan and implement Wesleyan’s Week of Welcome by coordinating with service providers and working with campus partners / student groups on their hosted events.
• Lead the planning, and coordination of university-wide late-night/substance-free programming with the Cardinal Programming Board.

ADMINISTRATIVE & OPERATIONS

• Review and approve student event submissions.
• Serve as primary liaison between student groups, departments/offices, and external partners for event needs, such as Physical Plant support, IMS A/V support, Public Safety support, furniture rentals, etc.
• Create layout diagrams for event setups through Microsoft Visio.
• Draft and execute contracts for student group events, as needed.
• Co-Manage the Student Programming Fund, Leadership, and Programming budgets with the other Assistant Director, including tracking expenditures.
• Manage Wesleyan Student Assembly (WSA) elections process with the WSA Chief of Staff, including reviewing election ballot drafts, gathering eligibility lists, and verifying votes.
• Serve as Campus Administrator for web-based student engagement database, WesNest and conduct training for campus users.
• Support coordination with ITS on the maintenance and upgrades to the WesNest / Engage API migration to EMS (Event Management System) Database.
• Maintain the student reservation template in the Event Management System Database and serve as liaison to the Events and Conferences Office regarding administrative processes.
• Assist with the collection and use of data to support program assessment and effectiveness.
• Assist in coordination of major university events such as Orientation, Spring Fling, and Senior Week.
• Serve as resource for students, University personnel and external partners.
• Facilitate referrals to appropriate academic and/or administrative departments as necessary.
• Conduct research and benchmarking as necessary.
• Represent the Office of Student Involvement on designated committees as assigned.
• Develop web-based resources, research new technologies for students to reference for event planning and leadership development.
• Assist with the maintenance of the Department website.

SUPERVISION

• Recruit, select and supervise Cardinal Programming Board responsible for alternative campus wide programs and events.
• Assist Director in supervising Concert Committee student members who are responsible for the planning and executing of musical events by off-campus artists.

RISK MANAGEMENT

• Support the implementation of established risk management practices for student groups.
• Support the implementation of policies and procedures related to risk for student events.
• Assist in reviewing student event documentation for alignment with University polices and guidelines and report concerns as needed.
• Recognize student concerns or situations that may require escalation and refer them to the Director or Dean of Students Office.
• Assist in processing and maintaining student group Travel Forms and Incident Reports and escalate concerns as appropriate.

MINIMUM QUALIFICATIONS

• Bachelor’s degree and two years of related experience, or an equivalent combination of education, training, and experience in higher education, student engagement, event planning, or a related field.
• Experience advising or supporting student leaders, student organizations, or comparable groups.
• Experience planning and executing programs or events, including coordination of logistics, vendors, and timelines.
• Experience developing or delivering training, workshops, or presentations.
• Experience managing administrative processes, systems, or workflows in a fast-paced environment.
• Experience using database systems or technology platforms to support program or organizational operations.
• Demonstrated ability to identify issues, exercise sound judgment, and escalate concerns appropriately.
• Experience working collaboratively across departments or with multiple stakeholders.
• Strong communication and organizational skills, with the ability to manage multiple priorities.
• Commitment to working with and supporting individuals from diverse backgrounds.
• Ability to work evenings and weekends as required.

PREFERRED QUALIFICATIONS

• Master’s degree in Higher Education or related field.
• Previous experience in student activities, student affairs, or higher education administration. Demonstrated experience in advising student group event planning. Working knowledge of student development theory. Experience in working with students of color and other affinity groups.
• Previous budget management experience.
• Experience with software including, EMS, Engage, Cascade and Workday.
• Experience creating and implementing Leadership Development programs and trainings.