Assistant Director, University Events and Engagement - University Advancement

University Advancement supports Carnegie Mellon University’s vision of having a transformative impact on society through continual innovation in education, research, creativity and entrepreneurship by championing its mission, building relationships with its various constituencies, and securing critical private philanthropic support. As the division grows, we are searching for an Assistant Director, University Events and Engagement to join our team.

Reporting to the Director, University Events and Engagement, this role will be responsible for planning, implementing, and supporting university-wide events, academic events, and special visits from planning to execution. This is an exciting opportunity for someone who thrives in an interesting and challenging work environment.

Core responsibilities include:

• Creating invitee strategies at the inception of each event by identifying constituent groups/individual invitees and using/reviewing existing data to project attendance.

• Developing, communicating, managing audience lists and on-site registration, partnering on and tracking/sharing event registrants, including leadership/VIP attendance.

• Establishing strong working relationships with colleagues, vendors and other constituents by meeting with stakeholders, colleagues and supervisors to discuss event strategy, elements, and report on progress.

• Managing events from planning stages through production and delivery with limited oversight and according to timelines and budgets.

• Establishing budgets, tracking spending, reconciling expenses and projecting figures for future/proposed events.

• Working directly with vendors on all event needs and orders, including selecting vendors and negotiating contracts.

• Identifying and working through issues and needs; communicates and provides updates to internal and external contacts.

• Preparing planning documents, timelines, project plans, budgets, event proposals and briefings.

• Managing events on-site, including overseeing the work of vendors and staff during the event, managing conflicts and resolving problems, to ensure the university goals are met.

• Providing team event support and planning, including reserving rooms/venues, gathering event supplies, creating items such as nametags, placing orders, managing logistics and facilitating payments.

• Performing all other duties as assigned.

Adaptability, excellence, and passion are vital qualities within Carnegie Mellon.  We are in search of a team member who can effectively interact with a varied population of internal and external partners at a high level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work.

You should demonstrate:

• Excellent organizational and planning skills, including strong calendar management skills.

• Strong administrative skills.

• The ability to communicate effectively in verbal and written communications.

• The ability to handle multiple tasks, meet inflexible deadlines, and handle confidential information with discretion.

Qualifications:

• Bachelor’s degree required.

• Three to five years of event planning, customer service, or guest relations experience.

• Familiarity with Salesforce preferred.

• Knowledge of various computer applications, including Outlook, Word, PowerPoint, and Excel, with the ability to manipulate data in Excel.

• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Requirements:

• Successful background check

Additional Information:

• Sponsorship: Applicants for this position must be currently legally authorized to work for CMU in the United States. CMU will not sponsor or take over the sponsorship of an employment visa for this opportunity.  Carnegie Mellon is not a qualifying employer for the STEM OPT benefit: only the 12-month OPT may be used to work at Carnegie Mellon.

• Typical Work Schedule: Monday-Friday from 8:30-5:00pm.

Joining the CMU team opens the door to an array of exceptional benefits.

Benefits eligible employees enjoy a wide array of benefits including comprehensive medical, prescription, dental, and vision insurance as well as a generous retirement savings program with employer contributions. Unlock your potential with tuition benefits, take well-deserved breaks with ample paid time off and observed holidays, and rest easy with life and accidental death and disability insurance. 

Additional perks include a free Pittsburgh Regional Transit bus pass, access to our Family Concierge Team to help navigate childcare needs, fitness center access, and much more!

For a comprehensive overview of the benefits available, explore our Benefits page.

At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond credentials, we evaluate the role and responsibilities, your valuable work experience, and the knowledge gained through education and training. We appreciate your unique skills and the perspective you bring. Your journey with us is about more than just a job; it’s about finding the perfect fit for your professional growth and personal aspirations.

Are you interested in an exciting opportunity with an exceptional organization?! Apply today!

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