R-0002950
Kansas City Campus
Job Type:
Staff
Job Description:
The Director of University Events is responsible for planning and executing all onsite and offsite events sponsored by and in collaboration with all departments within Kansas City University.
This role manages and oversees event operations. Duties include establishing event plans and themes, budgets, contacting and selecting speakers and arranging for their travel when necessary, negotiating hotel blocks for major events, oversight of event specific catering, security, publicity, materials, and equipment; negotiating with vendors; negotiating and reviewing contracts for approval by legal and finance; processing billing; conducting event briefings and debriefings.
This position will manage and coordinate University signature events on two campuses, including but not limited to commencement ceremonies, white coating ceremonies and pinning ceremonies. Additional responsibility in coordinating and executing Board of Trustees events.
Duties and Responsibilities:
Event Planning and Coordination 50%
- Serves as the point of contact and plans, develops and
coordinates all college events, such as annual ceremonies
(commencement, white coating, pinning, hooding), fundraising events
in conjunction with the Department of Philanthropy, conferences and
webinars, receptions, workshops, town halls in conjunction with
Human Resources, Match Day, continuing medical education,
Homecoming. These events range in scale from large to small
events.
- Serves as events lead on department and unit-level events and
coordinates donor receptions and social events; consults and
coordinates with appropriate campus staff/clients to determine
logistics for event.
- Upon approval from the Executive Director of University
Relations, additional events may be added to the event task
load.
- Coordinates all aspects of commencement ceremonies including
acquiring attire for students and faculty and administration,
script preparation, communication with faculty and staff,
invitations, venue management, logistics of ceremony, briefings and
debriefings.
- Coordinates services and manages event logistics including
scheduling, facilities use, vendor negotiations and contracts,
lodging, food service, security, speaker engagement, event
registration and participant communication, equipment and technical
support.
- Collaborates with facility managers and vendors and provides
on-site assistance at events. Ensures physical details, such as
photographers, furniture arrangement and room décor, are
completed.
- Collaborates with KCU Hospitality Manager for catering services
and hotel accommodations for large events requiring room
blocks.
- Oversees and monitors compliance with applicable laws,
regulations, policies, emergency procedures, and ADA compliance
during programs/events.
Event Publicity and Marketing 15%
- Develops and coordinates event materials in partnership with
colleagues in the University Relations team including invitations,
programs, agendas, name tags, multimedia presentations, email
communications/invitations and web presence.
- Works in close collaboration with University Relations graphics
team for design, reproduction and distribution of materials.
- Coordinates mailing lists and event invitations.
- Develops event messaging and intranet announcements, scripts
and talking points; coordinates creation and distribution with KCU
University Relations team.
Event Fiscal and Legal Support 15%
- Manages event budgets including monitoring expenses.
- Maintains financial records and customer/client profiles for
proper billing.
- Coordinates estimates, invoices and collection of
payments.
- Requests purchase orders.
- Collaborates with legal and finance staff on contracts and
expenditures.
- Administers working knowledge of budget, cost center, program,
project, object, and/or contract number when preparing
documents.
Team Management 10%
- Train, supervise and manage the Event Coordinator(s).
Management Assistance of KCU's on campus resources 5%
- Oversee the University Calendar in conjunction with Human
Resources.
- Work closely with various campus operations departments
(security, facilities, grounds, IT, etc.) to ensure campus
resources are available.
- Assist various departments on campus with scheduling events,
guest speakers, guests on campus, etc.
Other 5%
- Perform other related work as required or assigned.
- Manage KCU's corporate rate agreements with various hotels in
the Kansas City and Joplin markets.
Qualifications:
- Bachelor's degree in hospitality management, communications,
marketing, or related field. Equivalent experience may substitute
for degree.
- Five to six years in event planning and execution. Minimum of
one year in 'corporate' event planning and execution.
- One to two years' experience in budget development and
management.
- Extensive customer contact exposure.
Skills & Abilities:
- Exceptional verbal, visual, and written communications skills,
including the ability to write and speak concisely and accurately
in a style appropriate to the medium and the audience.
- Creative ability, with visual clarity, to help concept and
develop visually pleasing and effective events, projects and
collateral materials.
- Highly organized and detail-oriented.
- Persuasive, tactful and discreet with excellent follow-through
essential.
- Efficient and effective performance, especially under pressure
of deadlines and last-minute changes.
- Proven ability to handle multiple projects from inception
through execution while insuring that internal and external
deadlines are met.
- Ability to converse and interact with constituents at all
levels, with ease.
- Demonstrated ability to be diplomatic at all times, exercise
good judgment, and utilize discretion as appropriate.
- Must be familiar with Windows-based computer environments and
proficient in the use of the following software: InDesign,
Microsoft Office (Word, Excel and PowerPoint).
- Excellent telephone etiquette and proofreading skills a
must.
- Flexible, with the ability to work occasional extended hours,
evenings, or weekends.
- Willing and able to regularly travel throughout Kansas City
metro and travel (approximately once a month) to KCU's Joplin
campus.
Equal Opportunity Employer
KCU is committed to promoting an equal employment opportunity workplace. Equal opportunity is and shall be provided for all employees and applicants for employment on the basis of their demonstrated ability and competence without discrimination on the basis of race, color, religion, sex, age, national origin, genetic information (GINA), physical or mental disability, pregnancy, sexual orientation, gender identity, marital status, familial status, ancestry, military and/or veteran status, and/or any other status protected by applicable Federal, state or local law.
Annual Security Report
KCU is committed to providing a safe campus for students, faculty, and staff. Our annual campus security report lists campus crimes and statistics for the campus and public areas around campus for the last three years, in accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act.
Thank you for your interest in a career at KCU!
To apply, visit https://kansascity.wd1.myworkdayjobs.com/en-US/Jobs/job/Kansas-City-Campus/Director-of-University-Events_R-0002950
About Kansas City University
Founded in 1916, Kansas City University (KCU) is a fully accredited, private not-for-private health sciences university with Colleges of Osteopathic Medicine, Biosciences and Dental Medicine, and campuses in Kansas City and Joplin, Mo. The College of Osteopathic Medicine is the fourth-largest medical school in the U.S. and the leading producer of physicians in Missouri. It ranks #1 for producing physicians who practice in primary care, rural areas and underserved regions in the state. KCU's Center for Population Health and Equity addresses the variables that affect a population's health and contribute to health disparities, while better preparing students for professional practice. KCU offers doctoral degrees in osteopathic medicine, dental medicine and clinical psychology and a master's degree in biomedical sciences. Dual degree offerings include master's degrees in business administration in health care leadership, public health, and bioethics. A new Master of Health Sciences - Anesthesiologist Assistant program is scheduled to launch in January 2026.
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