Department

UNIVERSITY EVENTS AND CONFEREN (UA-UECO-IUBLA)

Department Information

University Communications and Marketing, which includes the University Events team, provides strategic leadership to protect, advance, and elevate the university's brand and reputation in Indiana and around the world by creating guiding resources for and collaborating with communications and marketing partners across all IU campuses, schools, departments, and centers. The University Events team strives to create world-class events and experiences for Indiana University.

Job Summary

Department-Specific Responsibilities

• Leads the planning, development, and execution of high profile, university wide events that advance strategic initiatives and institutional priorities on behalf of the President's Office, Bloomington and Indianapolis Chancellor's Offices, IU Foundation, IU Alumni Association, and other University Vice Presidents.
• Serves as the primary event lead for the university's most visible and complex ceremonial and signature events including Commencement, New Student Induction, Honors Convocation, and select additional major or special events providing strategic oversight, cross campus coordination, and end to end leadership from early planning through day of execution.
• Provides leadership across all phases of event planning and delivery, including convening and facilitating planning meetings; developing and managing event budgets; selecting venues; negotiating and supervising vendors; overseeing décor and event design; managing banquet event orders (BEOs); and directing on site logistics.
• Supervises and mentors full time event management staff, event interns, and hourly support personnel; assigns events to full time event managers; and provides coaching, performance feedback, and professional development support.
• Partners closely with the Director of Event Production to design integrated event experiences, align event details with technical and production elements, and execute comprehensive day of run of show plans.
• Collaborates with the Senior Associate Director of Content to plan, research, review, and refine communications materials including news releases, programs, invitations, scripts, advertising, and digital content and coordinates with IU Communications on media relations and press materials as appropriate.
• Manages complex event budgets and procurement processes, including arrangements for lodging, catering, air travel, ground transportation, and supplies; negotiates vendor contracts; coordinates the use of institutional resources; and ensures compliance with university purchasing and contracting requirements.
• Stays current on industry trends, emerging technologies, and best practices in live and ceremonial events, introducing creative and innovative approaches that enhance both new and recurring events while upholding institutional standards.
• Develops benchmarking standards and post event evaluation processes to assess event effectiveness, capture feedback, identify opportunities for improvement, and inform future planning.

General Responsibilities

• Provides highest level of operational leadership and coordination of assigned staff members to define event services methodologies and standards; provides direction and guidance on high priority event services projects/initiatives.
• Establishes short-term business plans and long-term operational objectives, including managing project timelines/deliverables and developing resource plans for multi-project/multi-phase event services initiatives.
• Conducts a variety of personnel actions to include, but not limited to hiring, promotion, performance management, and dismissal.
• Manges high level assignments and allocation of event services resources, including negotiating and coordinating initiatives that involve staff in other departments/areas/teams; may coordinate large-scale event services projects with a wide audiences in support of academic initiatives.
• Makes budgetary recommendations/proposals based on resource needs and ensures cost containment.
• Researches and stays up-to-date on new industry event services standards, regulations, and specifications; responsible for the implementation of new protocols/procedures to address business needs.
• Works collaboratively with other event services leaders across departments in recommending standards, best practices, and related policies/procedures.
• Prepares management reports and summaries for senior administration, executive, steering and advisory committees; acts as advisor to executive committees; serves on various university committees, communities of practice, and task forces related to event services.

Qualifications

Required
Bachelor's degree in business or related field
4 years in business, conferences, events, customer service, or related field
1 year of management experience in related field

Preferred
Master's degree in business or related field
8 years in business, conferences, events, customer service, or related field
4 years of management experience in related field