Item 9.P-February 14, 2014
ADMINISTRATIVE FACULTY POSITION DESCRIPTION QUESTIONNAIRE
To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart electronically to
marshag@unr.edu for discussion and for initial review before routing PDQ for approval signatures.
Questions - call UNR Faculty HR at 682-6114
INSTRUCTIONS: See http://www.unr.edu/hr/compensation-and-evaluation for complete instructions.
Incumbent(s) Name (if applicable): John Pratt
Position #(s): 17485
Current Title: Assistant Director, Event Management (JCSU)
Current Range: 3
(JCC:67156 )
Department: Joe Crowley Student Union
College/Division: Student Life Services/
Student Services
Account #(s): 1703-105-1201
Action Proposed: (check all that apply)
( ) New position: Proposed Range:
Proposed Title:
( ) Title Change, Proposed Title:
( ) Proposed Reassignment from Range
to Range
(X) Revised PDQ only (no change in range or title)
( ) Line of Progression (show titles below)
Range:
JCC (Current
or new HR
assigned):
I certify that the statements in this description are accurate and complete to the best of my knowledge.
____________________________________________________________
Employee’s Signature
__________________
Date
I/we have reviewed the statements in this form and they accurately reflect the job assignments.
____________________________________________________________
Immediate Supervisor’s Signature Chuck Price, Director, JCSU
____________________________________________________________
Director/Chair/Dean
Jerry Marczynski
Associate Vice President, Student Life Services
__________________
Date
__________________
Date
Approved for Salary Placement Committee review.
____________________________________________________________
Pres / Vice Pres / Vice Prov Signature Shannon Ellis
Vice President, Student Services
__________________
Date
Action Approved by the Provost/President (Completed by Faculty HR):
67156 Range:
3
Pos #(s): 17485
JCC:
EEO: 3A
Eff: 2/1/2014
Approved Title: Assistant Director, Event Management (JCSU)
Employee signs on “final” stamped approved PDQ and sends to HR for personnel file.
Employee Signature:_______________________________________________ __________________
Date
Printed Name: ____________________________________________________
Rev: 10/1/2012
Position Description - Assistant Director, Event Management (JCSU)
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1. Summary Statement: State the major function(s) of the position and its role in the
university. Attach an organizational chart with positions, ranges, and names for the division
which reflects the position in it as well as those supervised in the department. (This section is
used for advertisement of the position.)
Reporting to the Associate Director of Programs, the Assistant Director for Event Management is
responsible for the planning and execution of complex logistics within the Joe Crowley Student Union
(JCSU), including the marketing and scheduling of bookings within the event and meeting spaces of
the union. This position works directly with administrators at the highest level of the University,
Nevada System of Higher Education (NSHE), student leaders, and state government officials in the
planning and production of sensitive and often controversial programs as well as those with
extraordinary physical plant challenges and technological demands. The incumbent initiates program
development and program assessment within the union that complements student recruitment and
retention activities as well as those that enhance the reputation of the union as the center of campus
life and community.
The Assistant Director manages financial aspects of events and is responsible for the timely invoicing
of facility charges in accordance with university and NSHE fiscal policies. The incumbent supervises
the student management team of Facility Supervisors, graduate students, scheduling student
employees, and event volunteers.
2. List the major responsibilities, including percentage of time devoted to each. Provide
enough detail to enable a person outside the department to understand the job (percentage
first with heading and then bulleted information).
65% - Event Management and Assessment
 Direct all facets of event planning and coordination
 Manage fiscal, physical and technological resources required to meet complex logistical
challenges
 Assess student union programming within the rubric of student recruitment, retention and
identification with the campus community
 Ensure a balance in the variety of program offerings to meet constituent needs
 Provide guidance to program planners in the design, development and implementation of
potential programs
 Directly supervise the student management team of Facility Supervisors to include hiring,
evaluation, training and scheduling
 Evaluate program effectiveness and work collaboratively with program planners to develop
measurable goals and objectives
 Initiate innovation in marketing and communication of student union programs
 Create marketing materials highlighting student union programs and services
 Design and market potential programs that could be offered within the union that support its
mission within the context of the Student Services and university missions
 Troubleshoot unexpected occurrences before, during and after events and provides immediate
and effective solutions
 Oversee contractual obligations and tech riders of performers to ensure the needs of event
planners are addressed
 Provide timely and accurate information to the relevant parties in regard to CSU facility
scheduling and events; investigate and recommend facility improvements and equipment
purchases for events and programs within the Student Union
 Serve as member of ASUN’s Student Event Advisory Board (SEAB) as well as other program
coordination committees; collaborate with university colleagues to mentor student leaders on
Position Description - Assistant Director, Event Management (JCSU)
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improving and planning hundreds of major campus programs and events throughout the
semester
Implement and coordinate services provided by the Joe Crowley Student Union for the
university including coordination of logistics for high profile events working with groups such as
the Board of Regents, the Governor’s office, the office of the University President, the U.S.
Secret Service, and the Department of Homeland Security
Develop excellent rapport with other university departments and student organizations to
explore and realize successful events hosted at the Student Union
Work with Associate Director of Operations in the hiring, training, scheduling, supervision, and
evaluation of CSU Scheduling Services student employees
Prepare facilities and assessment reports as requested
Engineer the prioritization, development, and execution of event management, to support the
financial and strategic goals of the student union and university
Supervise, train, and schedule special event staff that work with high profile events
Coordinate the development, provide systematic reviews, and when necessary, conduct
revisions of JCSU policies, procedures, and rate structures that govern the usage of Student
Union facilities
Encourage high level guests and event planners to adhere to university policies for events
Mediate disputes among event planners and/or university staff; persuade people to accept
quick resolution of concerns with win/win solutions
Select, train, schedule, and evaluate scheduling assistants who communicate with a wide
range of clients
35% - Logistics Management
 Manages the Student Union Scheduling Office that reserves and schedules bookings for the
Student Union facilities
 Interpret the complex needs and requests of customers to provide the proper facility,
equipment, and services
 Prioritize, develop, and implement the planning for facility usage using multiple resources
including the University Administrative Manual, the CSU Facility Usage Guidelines and Room
Rate Usage Structure
 Coordinate Student Union weekly building event management communications including
chairing weekly Event Management meetings to effectively schedule and plan programs and
events
 Maintain Student Union event/program schedule through Event Management Scheduling
software and/or other software programs; tracks room usage, equipment and personnel
 Assume fiscal responsibility for staffing, room rental, and other facilities charges including
estimating, invoicing, and initial contact for collection
 Oversee event/reservations, rate structures and billing designed to maximize revenue within
NSHE monetary guidelines
 Coordinate with Student Union Operations staff on damages, event needs, and facility
improvements
 Supervise Student Union Scheduling Services staff including classified and student staff;
perform problem solving activities related to staff, provide personnel reviews (annual and as
necessary)
 Chairs CSU Event Management meetings to coordinate operations with Associate Director of
Programs, Associate Director of Operations, Program/Marketing Coordinator, Technology
Services Coordinator, Operations Manager and Custodial Supervisors to effectively schedule
and plan programs and events
 Execute detailed tracking of various program components including but not limited to facilities,
equipment, and personnel
 Create and enhances the Student Union (Event Management Systems EMS) Calendar;
facilitate communication of the EMS calendar with campus colleagues Event Management
Systems scheduling software
Position Description - Assistant Director, Event Management (JCSU)
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Collect insurance documents, deposits and technical riders; maintains records and files on
rental applications, permits, and documentation
Ensure Safety and Security of all union events through close planning and coordination with
university police
3. Describe the level of freedom to take action and make decisions with or without
supervision and how the results of the work performed impact the department, division and/or
the university as a whole.
Level of Freedom:
Because of the frequently changing conditions and diversity of programs involved in the events, the
Assistant Director for Event Management exercises considerable judgment in applying broad policies
to problems and situations not falling clearly within precedents. This requires adopting or modifying
methods to meet changing conditions. The incumbent is required to solve difficult and varied
problems with practical and innovative solutions without delay. Immediate judgments and decisions
will most often be made with minimal supervision and consultation with others. It will be up to the
individual to implement activities, allocate resources, oversee staff, and garner support to accomplish
departmental and university goals.
Impact:
Errors in judgment will immediately have a detrimental impact on the operation and reputation of the
university as event logistics and program failures will be visible and apparent. In other cases,
inadequate performance may reveal itself over time with the reduced income and inefficient utilization
of resources. The effect of poor job performance will be felt directly by other departments and
community members. The negative impact could include substantial loss of revenue/donors for the
university, portrayal of a poor public image and a blemished reputation, and conflict between the
university and community. This work of this position impacts the perceptions of patrons, donors, and
campus/state/federal leaders who make use of the Student Union.
4. Describe the knowledge, skills (to include cognitive requirement and verbal and written
communication), and abilities (to include task complexity, problem solving, creativity and
innovation) essential to successful performance of this job (in bullet format).
Knowledge of:
 Event planning
 Marketing
 Strategic management principles
 Budgeting and fiscal management to include accounting and/or finance processes and
procedures - financial statements, tracking revenue and expenditures, relationships between
revenues, expenses, cost allocations, and reporting and evaluation
 Assessment and evaluation methods/applications
 Event coordination systems including but not limited to scheduling software (including on-line)
and room diagramming software
 Administration of grants and contracts guidelines and procedures as they pertain to the
university
 Customer service philosophies
 Event coordination systems and communication systems
 Computer software (including but not limited to Microsoft Office Suite, database management
systems such as EMS) and understanding of graphic design/website design for oversight of
staff
Position Description - Assistant Director, Event Management (JCSU)
Skills:
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Supervisory/management skills, including an ability to teach and to mentor staff
Critical thinking
Interpersonal skills
Conflict resolution
Crisis management
Strong verbal and written communication
Excellent organizational skills to establish the smooth implementation of events
Time management
Fiscal management
Dedication to quality customer service
Ability to:
 Work non-traditional hours including weekends, evenings and other shifts as needed
 Manage several extended work assignments and/or projects simultaneously while being detail
oriented
 Communicate effectively to develop an excellent rapport with a diverse customer base
 Explain the technical Student Union features and match them to the needs of the users
 Interpret and carry out CSU procedures and university policies as it relates to events in the
building and to the activities of individuals or groups utilizing the CSU
 Adopt or modify methods to meet changing conditions
 Immediately evaluate complex situations and develop innovative solutions
 Delegate tasks effectively
 Learn complex technologies and apply them to improving programs, facilities, and services
 Communicate with courtesy and clarity when giving difficult information where cooperation is
expected and dependent upon mutual understanding
 Work professionally within stressful situations and be able to calm customers and co-workers
so that rational decisions can be made
 Work and interact with a diverse population and customer base including students, staff,
faculty and the general public with sensitivity to cultural differences
 Learn new technologies and apply them to improve programs, facilities, and services
 Implement and/or modify methods to meet changing conditions
 Evaluate complex situations and immediately formulate innovative solutions
5. Describe the type of personal contacts encountered in performing the duties of the job.
Explain the nature and purpose of these contacts: i.e., to provide services, to resolve
problems, to negotiate.
Internal
Reason for Contact
AVP of Constituent Relations
To assist with planning and facilitating event logistics and to work
Office of the President
together to troubleshoot major challenges to events
CEO of the NSHE Board of
To assist with planning and facilitating event logistics and to work
Regents Office
together to troubleshoot major challenges to events
University college deans and
To assist with planning and facilitating event logistics and
department heads
explaining CSU policies and procedures and to work to implement,
and evaluate policies, procedures, and operational systems
UNR Police Department
To conduct security reviews and plan sweeps of event areas
Directors from Foundation
Board, Alumni and University
Special Events
To assist with planning and facilitating event logistics and explain
CSU policies and procedures and to work to implement, and
evaluate policies, procedures, and operational system
Position Description - Assistant Director, Event Management (JCSU)
Associated Students of the
University of Nevada student
government officers and
programmers
Graduate Student Association
student government officers and
programmers
Student employees and
custodial crews
Faculty Senate and academic
leadership
Catering, and other service
providers
External
Local, state and federal
governmental agencies
Community leaders and elected
officials
US Marshall, Secret Service
Washoe County School District
Police Department (WCSDPD)
Local Media
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To assist with planning and facilitating event logistics and explain
CSU policies and procedures and to work to implement, and
evaluate policies, procedures, and operational systems
To assist with planning and facilitating event logistics and explain
CSU policies and procedures and to work to implement, and
evaluate policies, procedures, and operational systems
To conduct on-site coordination of multiple simultaneous events
To assist with planning and facilitating event logistics and explain
JCSU policies and procedures and to work to implement, and
evaluate policies, procedures, and operational systems
To interact with or communicate regarding event schedules and
client needs
Reason for Contact
To assist with planning and facilitating event logistics for
conferences and other high profile political events and to help
resolve problems and negotiate positive solutions as well as to
develop collaborative programs and services
To assist with planning and facilitating event logistics and to help
to resolve problems and negotiate positive solutions as well as to
develop collaborative programs and services
To conduct security reviews and plan sweeps of event areas
To coordinate activities and facilitate event logistics
To communicate technical capabilities of the JCSU for programs
and events within the facility
6. Indicate the minimum qualifications which are necessary in filling this position should it
become vacant. Please keep in mind the duties/responsibilities of the position rather than the
qualifications of the incumbent.
a.
Minimum educational level, including appropriate field, if any.
Bachelor’s Degree from a regionally accredited institution
b.
Minimum type and amount of work experience, in addition to the above required
education necessary for a person entering this position.
Bachelor’s Degree and four years, or a Master’s Degree and two years, of experience
in event planning, scheduling or related field
Preferred Licenses or Certifications: None
c.
Indicate any license or certificate required for this position.
None