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Senior Associate Director, Scheduling

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Posting Details


Job Description Summary:

The Division of External Relations is seeking a Senior Associate Director, Scheduling. The division combines the communications, government relations, marketing and creative services and events functions of the university. This position will report to the Executive Director of Scheduling.

Responsibilities include:
Manages the marketing and sales efforts for all venues within the Events & Venues portfolio to existing and potential clients. Collaborates with leadership to determine organizational objectives and priorities.

Works with external and internal clients’ requests to host or accommodate events in university spaces. Will be responsible for coordinating site visits, providing clients with space availability, venue specifications, and pricing for large and complex events. Will negotiate terms for using university spaces and process requests to ensure proper space allocation and utilization. Works with Associate Vice President to identify and frame strategic objectives, build relationships, identify new opportunities to benefit the university, to achieve meaningful business goals.

Proactively seeks and markets university space for events that would bring reputational benefits to the university, to include global markets, industry giants, major news outlets, publishing companies, and research organizations, to name a few. Develops and maintains information on marketing activities and results. Ensures that university’s target revenue goals are met by communicating strategies and vehicles to influence target audiences and further the Events and Venues brand internally and externally.

Responsible for the contracting process for these events, which includes tracking deposits and additional payments. Communicate and negotiate with clients to resolve contract issues and discrepancies effectively. Ensure contract review, approval, and execution in accordance with organizational guidelines. Coordinates with appropriate departments for event and meeting setup requirements. Handles special accommodation requests and coordinates with Facilities Management and/or venue site management accordingly. Handles scheduling conflicts and responds to escalated meeting and events issues. Analyzes all meeting and event requests and works to address potential concerns or issues proactively.

Serve as backup principle database administrator for Ungerboeck Software International (USI), our Venue & Event Management Software. Assist with ensuring system and policies support one another, documents related to the usage of USI are maintained, and users of USI are trained. Manages Assistant Director to evaluate all events, ensuring continual improvement and quality customer service. Serves as alternate in maintaining responsibility for all aspects of the Scheduling department in the absence of the Executive Director.

Performs other work related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

Minimum Qualifications:

Qualified candidates will hold a Bachelor’s degree in an appropriate area of specialization plus 5 years of relevant professional experience, or, a Master’s degree or higher in a relevant area of study plus 3 years of relevant professional experience. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training and experience.

Additional Required Licenses/Certifications/Posting Specific Minimum Qualifications:
Preferred Qualifications:

Excellent communications and customer service skills. Experience in sales/marketing, event management, dealing with the administrative and functional aspects of event management systems, and to include some supervisory experience.


Campus Location: Foggy Bottom, Washington, D.C.
College/School/Department: External Relations
Family Comm, Mktg & Media
Sub-Family Events
Stream Individual Contributor
Level Level 3
Full-Time/Part-Time: Full-Time
Hours Per Week: 40+
Work Schedule: Monday - Friday (day time hours)Occasional evenings/weekends
Position Designation: Essential: Employees who perform functions that have been deemed essential to maintaining business or academic operations. Employees are generally expected to work from home during an event and may be asked to physically report to work.
Telework: No
Required Background Check: Criminal History Screening, Education/Degree/Certifications Verification, Social Security Number Trace, and Sex Offender Registry Search
Special Instructions to Applicants:
Internal Applicants Only? No
Posting Number: S007015
Job Open Date: 02/16/2018
Job Close Date:
If temporary, grant funded or limited term appointment, position funded until:
Background Screening Successful Completion of a Background Screening will be required as a condition of hire.
EEO Statement:

The university is an Equal Employment Opportunity/Affirmative Action employer that does not unlawfully discriminate in any of its programs or activities on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or on any other basis prohibited by applicable law.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * What is the highest level of education that you have obtained?

    (Open Ended Question)

  2. * What is your salary range expectation?

    (Open Ended Question)

Documents needed to Apply

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents