Job Listings

Coordinator, Commencement & Ceremonies

Company:
The University of Arizona
Job Location:
Tucson, Arizona
Category:
Registrars

Posting Number: req11788

Department: Pres Events & Univ Ceremonies

Location: Main Campus

Address: Tucson, AZ USA

Position Highlights

Presidential Events and University Ceremonies is comprised of special events professionals responsible for planning and implementing a complex schedule of presidential events, ABOR meetings, academic ceremonies, and dignitary visits. The department oversees the protocol, planning, and execution for the institution's annual Commencement Ceremony and provides consultation on institutional event management and protocol. A highly visible unit with many internal and external contacts, this team represents the University of Arizona in a professional manner at all times.

The Coordinator, Commencement & Ceremonies reports to the Assistant Director, Commencement and Ceremonies. This position supports the production and successful execution of the University of Arizona Commencement Ceremony along with assigned events and academic ceremonies that take place over the course of the year (approximately 50% Commencement, 25% Outstanding Faculty Awards ceremony, 25% other small PEUC events and admin support). The ability to communicate and collaborate with a broad range of campus partners and the desire to work both independently and with a dynamic team of professionals, along with providing excellent customer service, organizational skills, and attention to detail are necessary in this position. May be assigned other events deemed necessary by the department. Occasional evening, weekend, and holiday work is required. Travel may be required.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to UA recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

Duties & Responsibilities

  • Support and assist with commencement related details and questions on production, audience experience, volunteers, graduate experience, etc.
    a. Support and work with a variety of University partners including UA service units, faculty, staff, volunteers, students, families, alumni, donors, vendors, and the public.
    b. Assist the Director and Assistant Director by coordinating all communications and programmatic collateral including communications/printing timelines, video, script, program, procession, marketing materials, online content, and co-chair the university-wide commencement operations team.
    c. Facilitate performers, facilities/venue, catering, AV, production companies/print vendors, and other services required to produce a successful event.
    d. Support staffing plans and perform event-related training for approximately 200+ full-time staff, staff volunteers, and student staff for commencement.
    e. Support with contracted services and deliverables within University policy.
    f. Place orders as needed for novelties, food, or other event items.
    g. Support cohesive event execution and production schedules for all assigned ceremonies.
    h. Support planning and coordination within established annual commencement budget.
  • Assist and support assigned events from conception to completion.
    a. Events include but are not limited to honorary degree ceremonies, faculty and student awards and recognition ceremonies, inaugurations, memorials, groundbreaking ceremonies, receptions, and celebrations.
    b. Work with internal and external partners to plan, organize, schedule, and execute event details, which include but are not limited to location scouting and booking, invitations and event registration, catering, entertainment, technology, equipment, and staffing.
    c. Support and assist the effectiveness of planned events and make recommendations for improvements and implement assigned changes accordingly.
    d. Develop new and innovative approaches, methods, or techniques for unexpected problems that arise during the planning process or on site at an event.
  • Support the Director, Assistant Director, and college convocation coordinators by identifying shared resources, resolving scheduling conflicts, and promoting ceremonial elements that streamline and standardize convocations across the University.

Knowledge, Skills, and Abilities

* Ability to communicate effectively in written form which includes the ability to check for typographical, grammatical, and spelling errors.
* Knowledge of social and academic protocol as well as higher education organizational structure and hierarchy.
* Ability to remain flexible when presented with rapidly changing requests, priorities, and/or deadlines.
* Ability to work independently and pay attention to small details.
* Knowledge of budget management for large events.
* Knowledge of Windows, MS Office suite (PowerPoint, Excel, etc.), Google Suite, Box, Zoom, social media "current and emerging" technologies.
* Ability to effectively organize, plan, and manage teams and crews with various tasks and multiple deadlines.
* Analytical, strategic, and creative problem-solving skills.
* Vendor management and negotiation skills.
* Ability to maintain professionalism during high stress situations.
* Ability to operate University vehicles when necessary for work-related purposes.
* Ability to lift, move or carry up to 30 pounds and work outside in heat or cold if outdoor events require.

Minimum Qualifications

  • Bachelor's degree or equivalent advanced learning attained through professional level experience.
  • Minimum of 5 years of relevant work experience.
  • Occasional
    evening, weekend, and holiday work is required.

Preferred Qualifications

  • Significant experience in planning large-scale events.
  • Experience with UAccess Student and Trellis as well as University of Arizona policies and procedures.
  • Event planning and management experience.
  • Higher education event planning experience.
  • Experience in crisis management, incident command, safety and accessibility protocols, and internal processes.

FLSA: Exempt

Full Time/Part Time: Full Time

Number of Hours Worked per Week: 40

Job FTE: 1.0

Work Calendar: Fiscal

Job Category: University Operations

Benefits Eligible: Yes - Full Benefits

Rate of Pay: $53,500

Compensation Type: salary at 1.0 full-time equivalency (FTE)

Grade

8

Career Stream and Level

PC3

Job Family

Conference & Events

Job Function

University Operations

Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Number of Vacancies: 1

Contact Information for Candidates

Helen Bruwer, helenbruwer1@arizona.edu

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter

Diversity Statement

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As an Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

HigherEd360 is part of the HigherEdJobs network.