Professional - Instructor

Professional - Instructor . Norfolk State University is seeking an Assistant Director for University Events to support the planning, coordination, and execution of major university events, presidential functions, fundraising initiatives, donor engagement activities, and institutional ceremonies. This position combines strategic event planning, venue management, theater operations, client relations, and event production responsibilities. Approximately 75% of the role focuses on university events and special projects, while 25% focuses on performing arts theater and venue management.

Essential Duties and Responsibilities

University Event Planning & Management (Approximately 75%) Strategic Event Planning Plan, coordinate, manage, and execute major university events, including but not limited to: Commencement ceremonies Freshman Convocation Founders Day celebrations Presidential inaugurations and receptions President's Gala Donor cultivation and stewardship events Alumni and community engagement programs Board functions and VIP events Student recognition programs Academic ceremonies and special university initiatives Develop event timelines, project plans, run-of-show documents, production schedules, and detailed logistics plans. Collaborate with university leadership, academic departments, advancement staff, athletics, student affairs, alumni relations, and external stakeholders to ensure successful event outcomes. Research, recommend, negotiate, and secure venues, vendors, entertainers, catering services, rental equipment, and event support services. Coordinate event themes, décor, layouts, staging, audiovisual requirements, transportation, accessibility accommodations, and guest experiences.

Event Production & Logistics Direct all event logistics from concept through post-event evaluation. Conduct site visits and venue inspections to determine event feasibility and operational requirements. Manage on-site event operations, including venue setup and breakdown, registration, guest services, protocol management, vendor coordination, and troubleshooting. Develop contingency plans and manage risk mitigation strategies for assigned events.

Coordinate event staffing plans and supervise student workers, volunteers, interns, and temporary event personnel. Ensure compliance with university policies, safety regulations, and accessibility standards. Event Marketing & Communications Collaborate with University Communications and external partners to promote events and increase participation. Oversee the production of event marketing materials, invitations, signage, programs, presentations, name badges, certificates, and digital communications.

Manage content related to university events on websites, calendars, and social media platforms. Support RSVP campaigns and guest communications. Event Administration Manage event reservations and scheduling through 25Live and other event management platforms. Maintain accurate event records, attendance reports, budgets, and post-event assessments.

Prepare mailing lists, guest tracking reports, event briefings, and executive summaries. Track registrations, RSVPs, attendance metrics, and participant engagement data. Respond to event-related inquiries from internal and external constituents. Assist with budget planning, vendor contracts, purchasing, and payment reconciliation.

Leadership & Collaboration Serve as the Office of University Events representative on campus-wide committees and planning teams. Provide consultation and guidance to departments planning institutional events. Build collaborative relationships with faculty, staff, students, alumni, donors, community partners, and vendors. Represent the Office of University Events in professional settings and campus engagements.

Assist the Executive Director with strategic initiatives and special projects. Theater Operations & Performing Arts Venue Management (Approximately 25%) Theater Administration Assist in the day-to-day management and operation of The Wilder Center and other university performance venues. Coordinate scheduling and booking requests for performances, lectures, conferences, rehearsals, academic events, and community rentals. Serve as a primary point of contact for internal and external clients utilizing theater facilities.

Ensure venue readiness and operational excellence for all scheduled events. Production Management Work closely with Technical Director to ensure successful productions to include but not limited to: coordinating technical and production requirements for performances and events, with special focus on lighting, sound, projection systems, stage management, rigging and production equipment as needed. Assist with management of technical staff, production crews, performers, presenters, and event organizers as needed. Assist with production schedules, rehearsals, load-ins, load-outs, and performance operations as needed.

Review technical riders and coordinate fulfillment of production needs. Venue & Facility Oversight Monitor facility conditions and identify maintenance, equipment, and operational needs. Coordinate with Facilities Management and third-party vendors regarding repairs, upgrades, and preventive maintenance. Ensure compliance with fire codes, life-safety regulations, occupancy requirements, and risk management procedures.

Assist with management of venue inventories, equipment usage, and storage areas. Front-of-House & Customer Experience Oversee front-of-house operations, including patron services, ushers, volunteers, ticketing coordination, and audience management. Ensure a welcoming, professional, and accessible experience for guests, artists, dignitaries, and patrons. Assist with conflict resolution and customer service concerns during events and performances.

Revenue Generation & Community Engagement Support venue rental efforts by assisting with client outreach, contract administration, and event coordination. Collaborate with university and community partners to maximize utilization of theater facilities. Assist in developing strategies to enhance venue visibility, audience engagement, and community partnerships.

Minimum Qualifications

Required Bachelor's degree in Event Management, Hospitality, Arts Administration, Communications, Business Administration, or a related field. Progressive experience in event planning, venue management, theater operations, hospitality, or a related field. Demonstrated success managing multiple complex projects and events. Excellent organizational, communication, and interpersonal skills.

Preferred Higher education experience. Experience working in performing arts venues, conference centers, or theaters. Knowledge of event management software, 25Live, CRM systems, and Microsoft Office Suite. Master's degree and/or professional certifications such as CMP or CSEP. $70,000 - $72,000 Special Instructions: You will be provided with confirmation of receipt when your application and/or résumé is submitted successfully.

Please refer to “Your Application” in your account to check the status of your application for this position. Candidates may show interest by submitting via online, the following: 1. A letter of interest (via cover letter). 2. A current resume (via resume). 3.

Completed Application via Workday 4. Transcripts of highest degree conferred (unofficial transcripts accepted, however, official transcripts are required of finalist) (via transcripts). 5. Names and contact information for three job references (include with resume). Application and/or résumé for this position must be submitted electronically by 11:59 p.m. on the closing date through the Workday Human Capital Management System (HCM).

Mailed, emailed, faxed, or hand delivered applications and/or résumés will not be accepted. Applicants who possess an Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Form (Blue Form) as issued under the Department of Human Resources Management (DHRM) Policy 1.30 Layoff (Commonwealth of Virginia Employees Only), must attach these forms when submitting their state application and/or résumé. The decision to interview an applicant is based solely on the information received for this position from either the electronic application and/or résumé. RMS provides a confirmation of receipt when your application and/or résumé is submitted successfully.

Please refer to “Your Application” in your RMS account to check the status of your application for this position. Norfolk State University conducts background checks on all candidates identified as a finalist for employment consideration. The type of background check(s) performed are dependent upon the type of position for which you have been identified as a finalist and may include criminal history, including sexual offender registry checks, reference checks, degree validation, DMV (driving) records, license verification, and credit report reviews. The results of background checks are made available to University e