Assistant Director of Event Operations - Cohon University Center - Division of Student Affairs

Carnegie Mellon University is a highly selective global research university with more than 14,000 students and nearly 6,000 faculty and staff. CMU is recognized for its exceptional arts and technology programs, and its collaboration across subject areas while empowering creative leadership in the fields of Business Administration, Computer Science, Engineering, Fine Arts, Humanities and Social Sciences, Public Policy & Information Systems, and Science. Carnegie Mellon is consistently ranked among the top 25 universities in the United States.

Carnegie Mellon University's Division of Student Affairs is searching for an Assistant Director of Event Operations to join the Cohon University Center administrative team and provide independent oversight of the reservation and event lifecycle for department-managed spaces across multiple facilities. This position reports to the Director of the Cohon Center and plays a critical role in ensuring accurate scheduling, high-quality event execution, and strong campus partnerships.

The typical work schedule of this exempt position is Monday through Friday, 8:30 a.m. - 5:00 p.m. An alternate schedule with daily hours totaling 7.5 per day, 5 days per week, can be requested between 7:30 a.m. and 6:30 p.m., following successful completion of the university's six-month provisional period. Workplace flexibility is determined by department business needs and university policy. Adjustments to the work schedule will be required for major events, VIP engagements, and other activities occurring outside standard hours.

Core responsibilities will include:

Reservation & Event Lifecycle Oversight

Provide independent oversight of the full reservation lifecycle, including intake, review, approval, communication, and conflict resolution.
Serve as the primary authority for interpreting and applying reservation and event policies.
Ensure timely and accurate communication with clients, campus partners, and service providers.

Scheduling Systems & Space Management

Oversee multiple scheduling systems (25Live and Google platforms) and maintain accurate, up-to-date space availability and usage data.
Audit and ensure consistency, accuracy, and reliability of all event-related information across platforms.
Coordinate with campus partners to ensure alignment of space usage, priorities, and operational needs.

Campus Partnerships & Major Event Leadership

Liaise with campus partners, including serving as the departmental lead for large-scale, high-impact, and VIP events.
When necessary, provide on-site support and decision-making for events.
Build strong relationships across the university to support seamless event execution.

Policy, Procedure, & Assessment

Create, implement, and oversee policies and procedures related to reservations, events, and space usage.
Conduct event assessments, space utilization reviews, and operational analyses to inform improvements.
Recommend enhancements to service models, workflows, and event support structures based on assessment findings, stakeholder feedback, and operational trends.

Event Rentals, Logistics, & Financial Management

Coordinate event rentals, including furniture, staging, equipment, and other logistical needs.
Manage invoicing, billing, payments, and other event-related financial processes.
Ensure accurate tracking, reconciliation, and communication of event charges.

Supervision & Team Leadership

Supervise the full-time Scheduling Manager, providing guidance, performance management, and professional development.
Collaborate with Cohon University Center Director to support operational consistency and service excellence.

The successful candidate will demonstrate: Strong organizational and problem-solving skills; excellence in customer service; strong written and oral communication skills effective with varied audiences. Ability to cultivate a network across the organization and use relationships to improve departmental functioning. Adaptability to new tasks, technologies, and evolving operational needs.

Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University. We are in search of a team member who can effectively interact with a varied population of internal and external partners at a high level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work.

Qualifications:

Bachelor's degree required; master's degree preferred.
1-3 years of experience in event management, scheduling, operations, or related work required. Experience with scheduling systems (e.g., 25Live) strongly preferred.

A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Requirements:

Successful completion of a pre-employment background check

Additional Information:

Sponsorship: Applicants for this position must be currently legally authorized to work for CMU in the United States. CMU will not sponsor or take over the sponsorship of an employment visa for this opportunity. Carnegie Mellon is not a qualifying employer for the STEM OPT benefit: only the 12-month OPT may be used to work at Carnegie Mellon.

Find Your Best Opportunity

Tell them AcademicJobs.com sent you!