American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about American University Department: School of Public Affairs Time Type: Full time Job Type: Regular FLSA Status: Exempt Work Modality: Hybrid 01 (On Campus 3-4 Days/Week) Union: Excluded Job Description: Summary: The Associate Director is responsible for overseeing and coordinating events, providing administrative support, and assisting with marketing and social media for the events, meetings, and conferences in support of and aligned with the School of Public Affairs' strategic goals and mission. They are responsible for successful project management in events of all sizes with a specialization in content and speaker management. This position develops and implement concepts, executes, and follows up on all aspects of programs and events. The incumbent works collaboratively with administrators and faculty/staff within SPA, other offices on campus, and external constituents. The Associate Director is the direct supervisor of the Events Coordinator and may also manage student workers and other part time staff as needed to handle logistics related to particular events. Essential Functions: * Event Planning - Collaborates with the Dean and the SPA Events team to ensure events align with the School of Public Affairs' vision and strategic goals. Leads the planning process by managing date selection, conducting site visits and venue research, reserving rooms and accommodations, facilitating planning meetings, developing budgets, coordinating contracts, and creating contingency plans. Oversees early coordination of catering, IT, A/V, photography, videography, and printed materials. Works closely with speakers and VIPs during the planning phase to confirm logistics and expectations. Creates timelines, checklists, and production schedules that detail all event activities. * Event Implementation - Handles the effective execution of events, programs, and activities from setup through wrap-up. Manages day-of logistics, including vendor coordination, on-site troubleshooting, A/V and IT support, catering execution, and guest services. Oversees agenda delivery, speaker support, managing registration, and time management during the event. Ensures smooth event close-out, including budget reconciliation, reporting, and post-event evaluations. * Event Technology Support - Serve as the SPA administrator for the SPA Swoogo event management software. Provide technical support for in-person, virtual, and hybrid events to ensure seamless delivery. Coordinates A/V needs including microphones, projectors, video recording, livestreaming, and presentation displays. Serves as the point of contact for IT support and works with the Director of Technology to confirm equipment setup, connectivity, and compatibility. For virtual and hybrid events, manages platform selection, setup, and troubleshooting (e.g., Zoom, Teams, webinar tools), supports speaker tech checks, and oversees live moderation. Ensures recordings and digital assets are archived and shared appropriately post-event. * Staff Management - Supervises and coordinates the work of the Event Coordinator and all part-time employees. Responsibilities include interviewing, training employees; planning, assigning, and directing work; appraising performance; addressing complaints and resolving problems. * Budget Management - Manages event-related budgets from initial planning through reconciliation. Works with the Dean, SPA Events team, and other stakeholders to establish budget projections for each event or program. Tracks expenses and ensures spending aligns with approved budgets, financial policies, and university guidelines. Coordinates vendor payments, purchase orders, and contract processing in collaboration with finance and procurement teams. Maintains accurate records of expenditures and supports financial reporting, reimbursement processing, and post-event budget reconciliation. Work with the Asst. Dean for Budget and Administration for any events requiring the collection of fees to ensure all revenue is appropriately collected and reconciled. * Event Marketing - Coordinates with colleagues in SPA and University Communication and Marketing (UCM) to outline promotion plans for assigned events. Assists with the implementation of social media strategy as it relates to event marketing (Facebook, Instagram, Twitter, Pinterest, etc.) in coordination with the Asst. Dean of Marketing and Communications and other leaders on the Communications and Dean's teams. The Associate Director will use Swoogo event management software, as well as collateral material related to events and their promotion. * Other duties as assigned. Supervisory Responsibility * The incumbent is the direct supervisor of the Events Coordinator and may also manage student workers and other part-time staff needed to handle logistics related to particular events. Position Type/Expected Hours of Work: * Full-time. * 35 hours/wk. * Must be available to work some evenings and occasional weekends. * Hours for this salaried position are not regular and require a flexible approach to accommodate events and deadlines. Salary Range: * $77,500-$85,000/yr. (commensurate with experience). Required Education and Experience: * Bachelor's degree or equivalent in training and experience. * 5-8 years of experience in event management and execution or the equivalent in education and experience required. * 3-4 years of experience managing internal and external events, coordinating logistics, and marketing events to stakeholders in a year-round, complex, ambiguous environment with an extremely high volume. * 1-3 years supervisory experience required. * Strong knowledge of event planning, logistics, budgeting, and marketing required. * Demonstrated ability to manage multiple events at various stages simultaneously is required. * Familiarity with event industry trends, terminology, and systems required. Additional Eligibility Qualifications: * Must have excellent customer service and communication skills across diverse audiences. * Must have meticulous attention to detail and strong organizational abilities. * Proven ability to work independently and collaboratively within teams. * Must be able to accommodate a flexible schedule for event needs, including evenings and weekends. * Must be comfortable navigating organizational change and growth. * Understanding of alumni relations, development, and/or special event programming preferred. * Proficient in Microsoft Office (Word, Excel, PowerPoint) and social media platforms (Twitter, Facebook, Instagram, LinkedIn). * Experienced in Zoom webinar and meeting tools required. * Must have a professional demeanor and collaborative approach with cross-functional teams and external partners. Travel Required: * Some travel to off-site event locations may be required. Benefits AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite. Click here to learn about American University's unique benefit options. Other Details * Hiring offers for this position are contingent on successful completion of a background check. * Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university. * Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. * American University is an E-Verify employer. Current American University Employees American University current employees must apply through their employee Workday account. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings. Contact Us For more information or assistance with the American University careers site, email [email protected]. American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual's genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.