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St. John's University

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Associate Director for University Events



Administrative/Professional --> University Events

Queens, NY
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ID: 219711-951
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Full-Time/Regular

St. John’s, established in 1870, has two New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University’s outstanding academics, diverse student body, dynamic internship, and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John’s University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations. 

 

A dedication to diversity, equity, and inclusion is at the heart of our mission.  As a Catholic and Vincentian university, St. John’s is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community.  We will become an even stronger university as we enhance equity at every level of our institution. Our graduates will excel in the competencies and values needed for leadership and service in a rapidly evolving world.  

 

Department:  Office of University Events 

Specific Job Title: Associate Director of Events  

Reports to: Director of University Events  

Campus: Queens  

 

Job Summary:   

The Office of University Events, reporting to the Office of the President, is a highly visible and strategically significant area responsible for planning and managing events that advance the mission and priorities of the University and its leadership. The Associate Director will work closely with the Director to coordinate, execute, and manage a range of presidential and university-wide events of varying scale and complexity. 

These events include, but are not limited to: Commencement ceremonies, Convocations, formal dinners, dedications, receptions, and meetings. The Associate Director will engage with a diverse array of internal and external constituents, ensuring high-quality event execution and supporting the University's reputation for excellence. This position also supports the President’s Society selection process and other special initiatives as assigned. 

 

Essential Functions:  

  • Work closely with the Director on presidential events and provide regular updates on other responsibilities to ensure alignment with office priorities and timelines. 

  • Manage assigned events and tasks, including, but not limited to: 

    • Organize, initiate, and/or participate in planning meetings with the Director, external clients, and internal committees, as appropriate. 

    • Manage timelines and productivity to ensure all tasks—both pre- and post-event—are completed on time and with a high level of quality and accuracy. 

    • Prepare all event-related documents in accordance with office procedures and submit them for approval and distribution as required. 

    • Coordinate with external vendors and service providers; conduct research; submit proposals; and prepare contracts for approval. 

    • Maintain organized electronic and hard-copy files by updating prior year folders, creating event binders, and filing materials consistently. 

    • Collaborate with the budget manager to propose event budgets, remain within allocated expenses, provide cost updates, and submit all vendor invoices for processing and recordkeeping. 

    • Draft preliminary seating plans for dinners; finalize seating in consultation with the Director and/or client; and input final arrangements into the Access reservation system.  

    • Maintain accurate master reply and seating lists. 

    • Draft, review, and proof all printed communications in collaboration with MarCom and/or clients; verify accuracy and secure final approval from the Office of the President, as needed. 

    • Prepare mailing databases, execute mail merges, and manage invitation distribution. 

    • Create and maintain reservation databases, including all relevant data fields; generate associated materials such as reservation forms and event summary sheets; and verify accuracy and distribute final lists to designated parties. 

    • Ensure all event materials and supplies are properly packed, labeled, and prepared in advance. 

    • Manage post-event mailings, including identifying individuals in event photographs and distributing images and awards as appropriate. 

    • Compile final attendance lists and analyze attendance data, as needed. 

    • Draft post-event notes summarizing outcomes and feedback from the office and other stakeholders within one week of the event. 

    • Reserve on-campus venue space by submitting and confirming space requisition forms; manage incoming space release requests and refer to the Director for approval. 

  • Provide support to the Director in planning other high-level special events and assist with additional projects as needed.  

  • Represent the Director at meetings and events when appropriate, acting on her behalf with professionalism and discretion.  

  • Assist the Director throughout the event planning process by providing timely updates on event-related matters, overseeing all logistical and operational elements, and serving as the lead event manager. 

  • Collaborate with University constituents and offices to develop professional working relationships that support the timely resolution of event-related issues and promote positive outcomes for all parties.  

  • Partner with the event team and other departments to regularly evaluate processes and the division of responsibilities; update task charts as changes are implemented; keep the Director informed; and promptly communicate updates to the team. 

  • Aid the Vice President and Coordinator of the President’s Society with all associated responsibilities, including the preparation of communication materials; coordination of recommendation letters; organization of information sessions, meetings, and dinners; scheduling of event assignments; and arranging transportation.  

  • Support the Selection Process by managing the online application form, collecting applications, tracking information session sign-ups, compiling statistics, and coordinating meeting logistics. 

 

Competencies:  

  • Demonstrated leadership and strong project management skills 

  • Proven capacity to manage multiple tasks and consistently meet tight deadlines with attention to detail 

  • Adaptability to thrive in a fast-paced environment with shifting priorities; strong organizational and time-management skills 

  • Excellent follow-through and persistence; demonstrates accountability, initiative, and resourcefulness 

  • Ability to resolve issues under pressure with grace, poise, and efficiency; strong problem-solving skills, especially in high-stakes situations 

  • Team-oriented mindset; actively supports colleagues and remains mindful of the broader impact of one's work 

  • Strong interpersonal skills; capable of building effective relationships with a wide range of constituencies 

  • Effective written and verbal communication abilities 

  • Ability to manage and motivate event teams and collaborate with diverse groups across the University and the event industry 

  • Professional demeanor with sound judgment and effective negotiation skills 

  • Proficient in using technology-based systems to streamline workflows, including Microsoft Office Suite, including Word, Access, Excel, PowerPoint, Teams, and OneDrive 

  

Work Environment:  

This job operates in a professional office environment. This role uses standard office equipment such as personal computers, printers, etc.  

  

Physical Demands:  

While performing the duties of this job, the employee is required to stand, move about, set up event spaces, and communicate. The employee must lift or move up to 20-40 lbs. and perform moderate physical activity for event preparations and set-ups.   

  

Position Type/Expected Hours of Work:  

This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 4:30 p.m. This position regularly requires long hours and weekend work.   

  

Travel:  

Local and tristate day and overnight travel is required for off-site events, site visits, and event-related errands and meetings.  

  

Required Education and Experience:   

Bachelor’s degree and 5-7 years related experience or equivalent combination of education and experience.  

  

Preferred Education and Experience:  

Master’s degree. Higher education event experience preferred. 

  

Other Duties:  

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.  

 

In compliance with NYC’s Pay Transparency Act, the annual salary range for this position is $72,700 - $81,800. St. John’s University considers factors such as (but not limited to) scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer.

This position may be relocated to any of St. John’s University’s physical locations at any time. 

St. John’s offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John’s performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events 

Any offer of employment is subject to receipt by St. John’s University of satisfactory references, verification of employment and education. 

St. John’s University is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.

This position is located at 8000 Utopia Parkway, Queens, NY. View the Google Map in full screen.


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