Human Resources Employment Opportunities

General Summary:

The Associate Director of Events and Visit Experience will be responsible for planning, developing, coordinating and managing on-campus, off-campus, and virtual events in support of the Office of Undergraduate and Graduate Admissions and the Division of Enrollment Management. S/he will work closely with on campus and off-campus constituents including other campus departments, faculty, vendors and caterers to execute high quality programming. The incumbent will also be responsible for reporting on event attendance; will help calculate the effectiveness and return on investment of undergraduate admissions events; and will manage the check-in and registration process for all campus events including daily information sessions and tours to ensure strong communication prior to arrival and to coordinate post-visit communications. This position will also be responsible for the day-to-day management and supervision of 15-25 Beacon Ambassadors student tour guides to include the recruitment, training and oversight for the team.

Examples of Duties:

• Coordinate all Undergraduate and Graduate Admissions event-related details which include developing an event, securing a venue, selecting a catering vendor in accordance with university policies, coordinating invitation lists, tracking RSVP/s, and planning the program communication ensuring that events are developed and implemented to best showcase the university to prospective students and parents.
• Create and execute audience specific events for first-year, transfer, graduate, international and veteran prospective students, including but not limited to; Open Houses, Showcase Saturdays, Graduate Showcases, Welcome Days, Transfer Application Days, Junior Visit Day, Parent Night and Scholarship Dinner.
• Create and monitor a best-in-class daily tour and information session program that is favorably rated by student and parent visitors. Utilize post-survey data to ensure that the daily visit is exceeding guest expectations and differentiating the university in comparison to competing institutions.
• Manage the Beacon Ambassador student tour guide program. Duties include, but are not limited to, hiring, training, scheduling, developing and outfitting student workers. Responsible for monitoring campus tour route and making adjustments as needed to best showcase the university.
• Manage events for the Office of Veterans Affairs including, but not limited to, the annual Celebration of Service and Welcome Home breakfast collaborations with local cities.
• Create and coordinate off campus receptions for prospective students and parents, high school guidance counselors and community college personnel. Events will support out-of-state recruitment efforts and help showcase faculty and alumni.
• Work with non-profit and for-profit organizations to help coordinate visits including, but not limited to, Fall Counselor Workshop and AP Teachers Conference.
• Assist New Student and Family Programs with Orientation event and communication setup in Slate CRM system.
• Collaborate with the Enrollment Management Marketing team to ensure event/campus visit collateral is created in a timely and professional manner.
• Create, track and maintain accurate registration and attendance information utilizing Slate (CRM) software. Trigger pre and post event communications to drive increase visitor show rates and to measure event effectiveness.
• Serve as liaison with University Advancement in the development and execution of an alumni recruitment program.
• Analyze visitor experience data through surveys, guest feedback, market research, focus groups and continuous monitoring of peer institutions to improve visit experience.
• Collaborate with department/division leaders to assess event efficacy/ROI. Utilize Slate and other technologies to gauge event outcomes, event satisfaction, and event participation and determine how/if these metrics achieve department/division goals.

On an ongoing basis

• Process and execute ProCard transactions, purchase orders and check requisitions for event purchases for the department of Undergraduate Admissions; order event and departmental supplies; review monthly credit card statements and ensure all back-up documentation associated with expenses are collected and filed; research discrepancies when necessary; create and maintain monthly activity log of ProCard purchases; may process and execute ProCard transactions, purchase orders and check requisitions for the department.
• Enter requisitions and manage purchase orders and journal entries; submit event invoices and reimbursements for vendors to meet required deadlines; compile requests for proposals and create justification memos for procurement, when appropriate.
• Serve as department liaison with campus scheduling offices securing space reservations for the event and set up needs for special accommodations for guests; utilize university event scheduling system; review event planning procedures and processes with other campus departments; coordinate event requirements with external service providers and vendors.
• Assist with event programming, including audience development and speaking programs; recommend catering ideas/selections to university personnel.
• Create and assist with staffing plans for events/on and off campus visits.
• Assist with the development and tracking of surveys to measure on/off campus event/visit success.
• Create and maintain a comprehensive recruitment and training plan for the Beacon Ambassadors
• Perform other duties as assigned.

Qualifications:

Bachelor’s Degree and a minimum of three years of event planning experience, preferably in a higher education setting or experience in admissions, required. Ability to work flexible hours, including nights and weekends, required. Willingness and ability to travel required.

Preferred Qualifications:

• Ability to use technology, including scheduling systems and customer relationship management (CRM) software preferred.
• Experience working with diverse populations preferred.
• Demonstrated experience in student development and management.

Knowledge, Skills and Abilities:

• Proficiency in Microsoft Office Suite, specifically word, excel and power point.
• Knowledge of college admissions including freshmen, transfer and international student audiences. 
• Ability to manage multi-phase projects from inception to completion.
• Ability to build consensus among team members and manage multiple concurrent priorities.
• Ability to work independently, as well as complete projects by enlisting the cooperation of others.
• Ability to manage precise details from beginning to end.
• Ability to effectively communicate orally to large audiences, as well as through written communications.
• Strong oral and written communication skills.
• Strong interpersonal skills.
• Strong organizational skills.
• Strong problem-solving skills.
• Strong attention to detail.
• Strong commitment to customer service.

Application Instructions:

Please apply online with your resume, cover letter and list of three professional references.

Review of candidates will begin following the application closing date.

Only Internal candidates in the Professional Staff Bargaining Unit will be considered during the first 10 business days of the posting. All other candidates will be considered after that period.

Salary Ranges for the appropriate Pay Grade can be found at the following link:

Grade: 31

Salary Ranges

This is an exempt union position.

All official salary offers must be approved by Human Resources.

UMass Boston requires all employees to be vaccinated against COVID-19 and to confirm proof of their vaccination status. Exemptions from the vaccine requirement will be permitted only for qualifying religious or medical reasons.

UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact the ADA/504 CoordinatorAndrea Haasor 617-287-5148.