Senior Director, Academic Ceremonies and Celebrations

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Position Summary

This position reports directly to the Associate Vice Chancellor for Special Events and University Ceremonies for University Advancement. This is a key position that will require contact with the Vice Chancellor for Strategic Initiatives and University Governance and the Associate Vice Chancellor and Dean of Students, and other senior University officials. Additionally, the Director will work closely with volunteers, student leaders and university and school partners. The position is responsible for planning, coordinating, and organizing the University’s May Commencement and Commencement Festival and December Recognition ceremonies, associated programs, and overseeing Convocation and Party in the Park, the Arts & Sciences Commencement ceremonies and the Doctor of Medicine Commencement ceremony. This position is also responsible for the oversight of the additional school/program-based ceremonies to ensure consistent and accurate emergency plans and logistics.

Job Description

• Primary Duties & Responsibilities:
  Oversee the planning and coordination of activities necessary for Commencement(s), the Commencement Festival, Convocation, Party in the Park, corresponding celebrations, and the December Recognition ceremony. Understand the philosophy and tradition for Commencement at Washington University and ensure that is the basis for all decisions regarding the programs. In this role, the Sr. Director will have direct oversight for all activities associated with the Commencement and December Recognition ceremonies and Convocation Ceremony, including the A&S and MD Commencement ceremonies. The Sr. Director will effectively apply appropriate use of judgment, especially with issues of donor involvement and university leadership, safety, event communication, budgetary forecasts and other areas of responsibility as appropriate. Work with Associate Vice Chancellor of Special Events & University Ceremonies, Vice Chancellor for Strategic Initiatives and University Governance and other university leaders to implement changes to university ceremonies.
• Manage and oversee meeting planning and effectively use the four, and at times five, committees to strategize new ideas, gather feedback, and make modifications based on feedback, identify and recruit new Commencement volunteer leadership, recruit Commencement and Convocation student speakers, and keep committee members informed on all issues pertaining to Commencement, December Recognition, and Convocation.
• Work closely with the following internal and external groups to coordinate the details of May Commencements, Convocation, and December recognition: Schools/Dean’s offices – work closely to facilitate campus wide communications and decision-making for events. Assist and work closely with the school planning partners and chiefs of staff; coordinate faculty and student marshal appointments.
• Student Affairs – develop a good working relationship with colleagues so the student speaker remarks at events are a success, the Celebration goes off without a hitch, the student announcements at the Class Toast are ready, etc.
• Internal departments and on-campus services – work closely with the Chancellor’s Office, Board of Trustee’s Office (BOT), University Registrar’s Office, the Provost’s Office, the Athletics Department, WashU IT, WU Police Department, Facilities Planning & Management, H.E.S. Services, Event Services, Parking and Transportation, Emergency Management, Purchasing, Music Department, Public Affairs, Sodexo Catering, Student Affairs, A&S Dean’s Office and MD program, other school teams, and the Medical and Danforth Campus Bookstores to update procedures for the efficient provision of services to be provided for multiple Commencements, December Recognition, and Convocation events.
• Off-campus vendors – maintain good working relationships with off-campus vendors who provide services for Commencement, Convocation, and December Recognition events, as well as communicate through written correspondence, phone conversations, and email to monitor progress of event arrangements and ensure timely set-up information, etc. Vendors include chair, carpet, security, sound, audio, golf cart, wheelchair, printing, interpreters, food and beverage, music providers, speaker’s bureaus, local EMS services, shuttle service, hotels, production companies, etc. Work to create and facilitate daily timelines and production schedule for vendors providing services in the Varsity Gym, Field House, Francis Olympic Field, and throughout the entirety of the Danforth Campus for the Festival.
• Supervise the Senior Associate Director of ACC that will serve as the lead coordinator and event planner for the University Convocation Ceremony and the Party in the Park. This individual also manages two support staff members.
• Supervise the Senior Associate Director of ACC that oversees the second largest Commencement ceremony, A&S undergrad, as well as the A&S Graduate student ceremony, and serves as the liaison to various departments with A&S. This individual also manages two support staff members. The Sr. Coordinator of ACC that oversees the Commencement office response program for student and parent questions concerns, and requests in a timely manner, mass communications, website development, etc. with the highest level of professional courtesy. Authority to make decisions on exceptions in response to requests and keeps supervisor informed.
• Manage procedure guide script and programs for ceremonies. Oversee creation of Commencement, Convocation, and December Recognition programs, collaborating with the Registrar, Provost Office, Chancellor’s Office, ensuring accuracy, for final review by the Advancement administration. Recommend and manage all changes as needed.
• Coordinate training dates and materials for more than 500 volunteer staff personnel. Help identify and staff key volunteer positions. Host virtual and in-person training sessions.
• Manage the team mailing and distribution of Commencement publications (electronic communications). Oversee the Commencement website by implementing updates and corrections to the editor on the team. Work with Public Affairs to create and distribute digital and/or printed information for graduates and guests. Partner with MarComm for a continued re-brand of major communications.
  Negotiate and manage vendor contracts. Oversee/maintain multiple event budgets (Commencement, Festival, Toast, Celebration, A&S, MD, Convocation) and payment processing. Work with university purchasing and legal to manage contracts and/or request for proposals (RFP) for major vendors associated with Commencement and Convocation.
• Work with BOT office on Honorary Degree communications. Oversee management of hotel accommodations for the guest speaker and honorary degree recipients for May Commencement; order diplomas and plaques; provide travel reimbursements, as requested. Serve as the point of contact for our recipients until they are introduced to their hosts.
• Other duties as assigned by the Associate Vice Chancellor of Special Events, or Executive Vice Chancellor for University Advancement.

Working Conditions:
Job Location/Working Conditions: Normal office environment. Ability to travel to various on- and off-campus locations.

Physical Effort:
Typically sitting at a desk or table. Repetitive wrist, hand or finger movement. Occasional lifting (25 – 50 lbs).

Equipment:
Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications:

Education: Bachelor’s degree.

Certifications: No specific certification is required for this position.

Work Experience: Relevant Experience (6 Years).

Skills: Not Applicable.

Driver’s License: A driver’s license is not required for this position.

More About This Job:

Preferred Qualifications:

Ability and flexibility to work outside of the normal workday/office hours including evenings and weekends.
Education: Master’s degree.

Certifications: No additional certification beyond what is stated in the Required Qualifications section.

Work Experience: No additional work experience beyond what is stated in the Required Qualifications section.

Skills:

Analyze Information, Contract Development, Decision Making, Detail-Oriented, Diplomatic Approach, Donor Communications, Donor Development, Donor Engagement, Donor Management, Emergency Planning, Event Operations, Interpersonal Communication, Microsoft Office, Multitasking, Oral Communications, Program Implementation, Relationship Building, Social Influence, Sound Judgment, Supervisory Management, Synthesize Information, Vendor Management, Volunteer Training, Workload Prioritization, Written Communication.

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one’s qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions:
For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation:
If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening:
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement:

Personal:
Up to 22 days of vacation, 10 recognized holidays, and sick time.
Competitive health insurance packages with priority appointments and lower copays/coinsurance.
Take advantage of our free Metro transit U-Pass for eligible employees.
WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness:
Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family:
We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.
WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.
For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO/AA Statement:
Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement:
University Advancement is committed to cultivating a diverse and welcoming environment fostering a culture of inclusion excellence where all staff are respected, valued, and provided opportunities to flourish. We encourage individuals who will contribute to the diversification and enrichment of our team to apply. You do not need to meet 100% of the preferred qualifications to apply for these positions.