General Summary: 

Under the supervision of Director of Campus Center & Event Services, the Associate Director of External Events and Summer Programs is responsible for managing all aspects of event planning and execution for external clients and vendors, as well as overseeing the university’s external summer programs. The incumbent will focus on developing and maintaining strong relationships with external partners, coordinating communications with campus partners, and ensuring compliance with youth program protocols for summer programs. This role requires collaboration with multiple campus departments to ensure a seamless experience for clients and program participants, with an emphasis on high-quality service and operational efficiency.

Examples of Duties: 

• Collaborate with departmental leadership to establish and achieve annual goals and strategic priorities related to external events and summer programs.
• Cultivate and manage relationships with external clients, including businesses, non-profits, educational institutions, and government agencies, by actively engaging in local events and networking opportunities to develop a diverse portfolio of chargeable events.
• Lead the planning and execution of external programs (such as conferences, workshops, receptions, and walks/5Ks), ensuring all client expectations are consistently met or exceeded, and that all events adhere to university policies and procedures (e.g. safety, risk management, and youth protection).
• Serve as an on-site event supervisor as needed for high-profile clients, providing real-time problem-solving and ensuring all aspects of the event run smoothly, including room set-up, audio/visual needs, security, and catering.
• Manage the external summer programs portfolio, with a specific focus on youth program protocols, ensuring compliance with safety regulations and university policies.
• Collaborate and maintain strong working relationships with Capstone (Campus Housing Management), UMass Boston Dining, Environmental Health & Safety, and other campus partners to bolster the experience of summer program clients.
• Oversee the department’s vending program, which includes executing vendor fairs throughout the academic year, processing and confirming ad-hoc vending reservations, and conducting outreach to potential new vendors.
• Facilitate the execution of event proposals and agreements related to external events and summer programs, ensuring timely processing and clarifying any university policies for clients in the process.
• Schedule all external events using the 25Live reservations system, ensuring accurate and up-to-date records are maintained, such as client contact information, rooms requested, and any preliminary details secured during client intake.
• Liaise and connect clients to internal support departments (e.g., UMass Boston Dining, AV, Facilities, Transportation Services, and Public Safety) to ensure all logistical details of events are handled efficiently and professionally.
• Establish and manage rental rates for event spaces and resources in conjunction with the Director and Senior Associate Director of Event Services, ensuring rates remain competitive, aligned with market trends, and contribute to the university's revenue objectives.
• Draft plans alongside the Senior Associate Director & Assistant Director of Event Services to maximize space utilization and ensure seamless coordination between internal events and summer programs.
• Assist in the preparation and disbursement of accurate invoices and assist in coordinating payment collection for contracted vendors and programs, maintaining financial records in accordance with university’s accounting practices.
• Record, track, and report monthly to the Assistant Vice Chancellor for Campus Services on all external event, vending, and summer program revenue, ensuring financial objectives are met.
• Develop and implement protocols for tracking and analyzing event metrics, including customer satisfaction, to continuously improve service delivery and client retention.
• Stay informed on industry trends and best practices in external event management and youth program protocols, applying this knowledge to improve the university’s offerings.
• Perform other duties as assigned to support the mission of the Campus Center and Event Services department.

Qualifications: 

Bachelor’s Degree required (Master’s Degree preferred) and a minimum of three to five (3-5) years of work experience in event planning, project management, sales, hospitality, or a related field.

Preferred Qualifications:

• Experience in university-related hospitality or event management industry preferred.
• Knowledge of CRM software (such as HubSpot, monday.com, or Salesforce) and event management software (25Live, preferred).
• Experience with DocuSign or similar electronic signature platforms for managing contracts and agreements
  
  

Knowledge, Skills and Abilities:

• Knowledge of Microsoft Office and other administrative software systems;
• Ability to work in a diverse setting and manage complex communications with individuals from varying backgrounds;
• Ability to work creatively, collaboratively and independently in developing and carrying out responsibilities;
• Ability to work collaboratively and independently with university departments and service providers
• Ability to build and retain a customer base;
• Ability to gather information through questioning individuals and by examining records and documents;
• Ability to maintain accurate records;
• Ability to establish and maintain harmonious working relationships with others and to deal tactfully with others;
• Ability to assemble items of information in accordance with established procedures and determine the proper format and procedures for assembling items of information;
• Ability to exercise sound judgment;
• Ability to multi-task and prioritize;
• Superior customer service skills;
• Strong interpersonal and organizational skills;
• Strong oral and written communication skills;
• Strong problem solving and organizational skills.

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: 32         

Salary Ranges

This is an exempt union position. 

All official salary offers must be approved by Human Resources.