Scheduled Hours

37.5

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