Commencement and Events Planning Coordinator

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Job Descriptions

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General Information
Position Title:	Commencement and Events Planning Coordinator
Control Number:	000392
Reports To:	001347
Position Title	Department Name
Associate Dean of the College	Dean of Student Affairs Office
Department Name:	President's Office
Location:	President's Office
Date Prepared:	Jan-09
Exempt:	No

Primary Purpose

Organize, plan, supervise, and direct Commencement week and other significant College events. Coordinate and support the following: Academic Calendar (including web pages and various publication proofs), Honorary Degree Committee, and Mid-Year Speech process.

Responsibilities

Works cooperatively with others and accepts direction from supervisors.

Organize, plan, supervise, and direct all aspects of Commencement week and other college activities including Commencement, Baccalaureate, Senior Awards, Fall Convocation, and Phi Beta Kappa Induction ceremonies (one in the fall, one in the spring).
Coordinate and develop post-Commencement strategies.
Manage college ceremony publications and programs.
Oversee Commencement housing and reservation program both on campus and at Bread Loaf.
Prepare confidential materials for the Honorary Degree selection committee and maintain database for same (May, October, February).
Prepare Academic Calendar for committee and trustee approval.
Provide final editing and proofing of the Academic Calendar for various college publications (Handbook, Directory, Catalog).
Plan and manage $250,000+ in multiple budgets.
Manage and maintain the Commencement and Academic Calendar webpage(s).
Develop online election forms and provide support for student speech processes (both February and May).
Act as on-call consultant for presidential events.
Perform other duties as assigned.

Education & Training

Bachelor degree preferred; minimum of Associate's Degree required with strong related experience.

Experience

5-7 years working in administrative support and events planning.

Knowledge

Highly organized and detail oriented. Able to coordinate and manage large and complex events, projects, ceremonies, and programs. Able to supervise and direct others, and to delegate tasks. Strong written and verbal communication skills. Strong interpersonal skills. Excellent editing and proof-reading skills. Experience with managing budgets. Fluency with computers, Microsoft Office Suite and Excel. Knowledge of or ability to learn Banner database software.

Other

Able to work independently. Comfortable with making decisions. Able to maintain composure and competence under pressure with tight-deadlines. Able to prioritize multiple tasks while working with many departments. Able to maintain strict confidentiality as needed, and to exercise discretion. Able to foster collaboration with other departments. Familiar with protocols in academia. Able to negotiate vendor contracts. Familiarity with American with Disabilities Act requirements is helpful. Able to operate standard office equipment. Requires frequent walking and ability to climb stairs. Able to lift 10-20 pound boxes on occasion. Some evening and weekend work is required to support campus events.