Director, DHS Events

(to be completed by HR)
Effective: 2/1/2015
Director, Division of Health Sciences Events
Essential Function: Medium Work
Description: Exerting 20 to 50 pounds of force occasionally, and/or 10 to 25 pounds of force
frequently, and/or greater than negligible up to 10 pounds of force constantly to move objects. Medium
work requires walking or standing to a significant degree and pushing and/or pulling.
1. Summary Statement: State the major function(s) of the position, the role in the
university, and the supervisor’s title.* (This section is used for advertisement of the
The Director, Division of Health Sciences (DHS) Events, creates, manages and implements
small and large events, ceremonies, conferences, business meetings, fundraising events,and
others. For smaller events, position manages all aspects of event from start to finish. For large
and/or high profile events directly related to the VP/Dean, position provides consultation and
direction to UNSOM and DHS administrators, directors, faculty and staff on the planning and
production of events. The position reports to the Chief of Staff for UNSOM/DHS and works in
close collaboration with the Director of Development.
* Attach an organizational chart with positions, ranges, and names for the division.
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). If line of progression,
define for each range as above.
45% - Large Event Consultation, Planning and Production
(Large events are defined by any of the following: large audiences, multi-day events, multifaceted events, high profile. Examples include Family Day, White Coat Ceremony, graduation
activities and ceremonies for 6 academic disciplines, convocations, Clinician’s Ceremony and
Development/Alumni events statewide)
 Establish, develop and document quality standards and protocols for VPHS and UNSOM
events pursuant to VP/Dean’s expectations and UNR/NSHE standards
 Provide consultation and direction to department chairs/directors regarding large event
requirements and protocols; provide alternative solutions when proposed event
components do not meet established standards
 Ensure events conform to established standards and VP/Dean’s expectations
 Conduct research, make site visits and secure resources to help administrators make
decisions about event possibilities
 Research background information about guest speakers and provide synopsis for
Dean’s staff
 Draft opening remarks, introductions and/or speeches in conjunction with event
organizers and speakers
Director, Division of Health Sciences Events
Direct and oversee audio/visual cues prior to and during event
Design, edit and oversee production of event materials
Develop and monitor event production schedules to ensure adherence
Develop relationships with event sponsors; secure gifts and auction items
Serve as ambassador at events and point of contact with Regents, Delegates,
Representatives, and major donors
Develop event evaluation tools; review to identify areas of improvement, alternatives or
other solution
25% - Event Management (smaller events)
 Manage all aspects of events from conception to evaluation
 Research, visit and select venues
 Plan venue layout including seating, decorations, audio/visual needs
 Conceptualize and/or guide the concept of theme; ensure conformance to established
standards for quality and consistency
 Research, select and book event logistics: food, beverages, light, sound, supplies,
signs, valets, disabled guest needs, parking, invitations, registration process, event
overviews and related materials, evaluations and thank you letters
 Create and disseminate all correspondence with the guests
 Develop and monitor production schedule; ensure adherence for well-organized event
 Oversee all aspects of set-up and clean-up
 Direct and oversee audio/visual cues prior to and during event
 Manage all aspects of University protocol, established event standards, introduction
protocol, acknowledgements of hosts and appropriate gifts of acknowledgement within
the University guidelines
 Manage the timing and pacing of the all aspects of events
 Select, purchase and maintain inventory of backdrops, display materials, decorations
and other basic event equipment and supplies
15% - Financial Responsibility
 Review, assist with planning and provide initial approval for event budget requests for all
UNSOM and DHS events
 Analyze proposed expenditures to determine cost savings opportunities
 Propose and monitor budgets and maintain financial records and statistics for those
activities assigned
15% - Staff Supervision
 Delegate work to Program Officer, Administrative Assistant III and student workers as
 Assign event related tasks to Institutional Advancement directors and managers
 Train, direct and advise department specific staff during activities and events
3. Describe the types of decisions the position(s) makes independently as part of the core
responsibilities. If a line of progression, describe the decisions made at the highest
The Director is very visible to policy makers, potential donors, donors, and the community and
therefore has a direct impact on the perception of the University and potential fundraising for the
Director, Division of Health Sciences Events
division. Because of the dynamic conditions of event management, the Director is required to
solve difficult and varied problems with practical and innovative solutions without delay.
Decisions will be most often made with minimal supervision or consultation. The decisions and
judgments made play a major role in public affairs and the cultivation, development and fundraising goals of DHS and UNSOM.
Examples of such decisions are the initial small and large event development/management to
include decisions on logistics (site research and booking, venue resources, audio visual,
decorations, seating, theme, etc.), budget administration, formal agenda / program preparation,
and speech scripting of events for VP/Dean and others. The Director negotiates contracts with
vendors supplying goods and/or services for events. The position also independently delegates
to and monitors work of classified staff and student workers and trains, directs, and advises
department specific staff during activities and events.
4. Describe the types of problems, issues, action, communications this position typically
takes to the supervisor for resolution and/or consultation. If a line of progression,
describe the supervisory consultation at the highest level.
The Director consults with the supervisor on the development and final approval of overall
budgets and long-range goals of the unit. The Chief of Staff gives final approval on plans for
events within DHS and UNSOM. More complex issues or problems that arise outside of normal
event planning management are escalated to the supervisor for advice and resolution.
5. Select the applicable competencies required to successfully perform the job duties as
outlined in the NSHE Code and relevant UNR and Unit Bylaws. The selected
competencies will be evaluated within the Administrative Faculty evaluation.
Analytical Thinking
Diversity and Inclusion
Financial Responsibilities
Human Resource Responsibilities
Program/Project/Functional Knowledge
Resource Responsibilities
Serving Constituents
Other (specify)
Director, Division of Health Sciences Events
6. Minimum requirements of the position. If Line of Progression, minimum requirements
must be defined for each range.
Bachelor’s Degree
Four years of relevant work experience
Master’s Degree
Two years of relevant work experience
Relevant Experience: In the area of event management and alumni relations,
public relations, advertising, marketing, fundraising, catering, or related field
Certification and Licensure: None
Schedule or Travel Requirements:
 Travel and work weekends and events
Optional Addendum: Describe the knowledge, skills, and abilities essential to successful
performance of this job (in bullet format).
Knowledge of:
 Planning, orchestrating, and evaluation of goal-oriented events
 Financial management, budgeting, reporting and evaluation
 Higher education policies and procedures
 Protocol and etiquette appropriate to university, state and national officials, and
nationally recognized speakers
 Financial management, budgeting, tracking revenue and expenditures and balancing
accounts, reporting and evaluation
Supervisory/management skills, including the ability to teach and mentor staff
Effective verbal and written communication
Interpersonal and human relations skills
Strong team orientation
Problem solving and attention to detail
Strategic planning and implementation
Strong client satisfaction and results orientation
Proficiency in use of a personal computer and current software applications including but
not limited to Microsoft Office Suite (Word, Access, Excel, PowerPoint, and email)
Analytical skills in developing and maintaining procedures
Graphic design and layout
Fund raising & friend raising
Organization, supervision, delegation and time management
Volunteer administration
Communicating effectively and persuasively, both in writing and orally
Ability to:
 Proactively address and manage events
 Handle multiple priorities while maintaining focus on achieving results
 Engage and motivate a team to work towards a common goal
Director, Division of Health Sciences Events
Seek out and develop collaborative relationships with internal constituencies in order to
define and accomplish common goals
Project, manage, and reconcile budgets
Plan and manage multiple events at various levels
Write scripts
Coordinate professional events
Set priorities and coordinate a variety of projects simultaneously
Interact effectively with co-workers, students, volunteers, administrators, and donors
Supervise and assist staff and volunteers with coordination of work efforts
Lift up to 25 pounds