Assistant Director, Event/Conference Services

Position Summary:

The Assistant Director of Event & Conference Services provides leadership and strategic oversight for all event and conference operations at Fort Lewis College. Serving as the institution’s lead event planner, this position plays a pivotal role in coordinating high-impact, inclusive, and memorable events that support the College’s mission and strengthen campus and community engagement. Reporting to the Director of the Student Union, the Assistant Director oversees the planning, implementation, and evaluation of college-wide events—including Commencement—and manages the coordination of internal and external events and conferences. This individual ensures the delivery of exceptional service, operational excellence, and a welcoming environment for all event participants. This position must be creative and solution-based, oriented professional, skilled in building partnerships, leading teams, and managing complex projects in a fast-paced, collaborative environment.

Job Description:

Essential Functions and Responsibilities:

• •Develop and implement long-term goals and strategies for campus events and conference operations aligned with institutional priorities and strategic plan
• •Leads collaboration with departments across campus and community partners to enhance campus event services and reputation
• •Exercises independent judgment and decision-making in planning and executing complex events with high visibility and institutional impact and serve as the primary planner and coordinator for institutional events, including Commencement and other major campus programs (A few examples are: Homecoming week, Faculty and Staff Welcome, Move-In, Town Halls, Day of Healing)
• •Serve as a key advisor on event-related policy, strategic partnerships, and revenue generation opportunities
• •Develop and implement a sustainable summer conference strategy that balances internal and external use of campus facilities
• •Lead cross-functional teams to advance institutional initiatives that strengthen community engagement and student belonging.
• •Supervise and mentor one (1) full-time Event & Conference Coordinator, promoting a culture of professional growth, accountability, and service excellence
• •Oversee scheduling systems and ensure accurate coordination of space utilization across campus
• •Collect, analyze, and report on event and conference data to inform strategic decisions and continuous improvement
• •Collaborate with Marketing & Communications to enhance visibility and branding for key institutional events
• •Develop and maintain 25Live (campus scheduling software) and IRIS (summer conference software)
• •Monitor and report program outcomes for events and summer conferences and make data-driven recommendations about department growth and improvement
• •Develops, implements, and maintains event policies, procedures, and standards that ensure compliance with College, state, and federal regulations
• •Makes recommendations on resource allocation, staffing, and operational priorities
• •Oversees contracts, billing, and financial reconciliation related to external events and conferences
• •Identifies opportunities for revenue generation and cost recovery through strategic use of campus facilities
• •Ensures all event operations meet risk management, safety, and accessibility standards
• •Assist the strategic planning committee with data and metrics to identify, track, and improve goals related to the strategic plan
• •Prepares annual reports and assessments for leadership review, identifying trends, challenges, and opportunities
• •Utilizes creative problem-solving to deliver high-quality experiences within budgetary and resource constraints
• •Demonstrate exceptional communication and customer service skills when engaging with our diverse community of students, faculty, staff, and guests.
• •Exhibit a steadfast commitment to diversity, equity, inclusion, and student success, fostering a culture of belonging within our community.
• •Maintain knowledge and awareness of digital accessibility including the American with Disabilities Act and Section 508.
• •Perform other duties as assigned.

Required Education, Specialized Skills and Experience:

Bachelor’s degree from an accredited college or university

Three (3) or more years of professional experience in event planning, conferences, hospitality, or related field

Two (2) or more years of supervisory experience managing professional staff

Demonstrates success in planning and executing large-scale events, including concept development, logistics coordination, and post-event assessment

Experience with project or program development and implementation

Proficiency with Microsoft Office Suite and comfort learning new technology systems

Excellent written and verbal communication skills

Strong organizational and time management abilities, with the capacity to manage multiple priorities simultaneously

Budget development and fiscal management experience

Commitment to diversity, equity, inclusion, and belonging, and experience working effectively with diverse population

Preferred Education, Specialized Skills and Experience:

• •Master’s degree from an accredited college or university
• •Two (2) or more years of experience working in higher education
• •Experience managing or implementing facility scheduling or event management software
• •Experience working in a collegiate setting with direct supervision of student staff.

Demonstrate experience with Student Learning Outcomes and Assessments.

Reports To / Supervisory Responsibility:

• •This position reports to the Director of the Student Union
• •This position supervises a Coordinator for Events and Conference.
• •This position supervises student employees.

Work Environment:

The work environment characteristics described here are representative of those that an employee can expect while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• •Event oriented work environment that are subject to moving equipment.
• •Moderate noise from phones, office traffic, social functions in the building.
• •Ability to sit at a computer for an extended period.
• •Ability to work in a confined area.
• •Willingness to work in a content changing environment with interruptions throughout the day.
• •Individuals should be able to work alone or with people; during day/night/weekend/holiday hours.

Physical Demands:

The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.

More specific demands include:

• •Ability to communicate effectively with other individuals (i.e., co-workers, students, public, alumni, community-based clients, and other stakeholders) through public speaking, email, and phone.
• •Use and normal maintenance of office machines (e.g., copier, computer, printer, etc.).
• •Handling of equipment weighing over 50 lbs. including floor to waist and overhead lifting.
• •Ability to lift, push and move equipment weighing over 50 lbs.
• •Ability to bend, stoop, stretch, reach, carry, grasp and turn objects.
• •Ability to climb stairs; and stand, sit and walk for extended periods of time.
• •Frequent use of phone and repetitive use of hand & fingers to take messages, operate office equipment, use computer keyboard & computer mouse and to perform other office task.
• •Acceptable eyesight to read printed material & a computer monitor.
• •Acceptable hearing to communicate with others in person or through telephonic means.
• •Acceptable verbal and conversation skills to effectively communicate with others via the phone, at meetings and in outdoor settings.
• •Ability to use and operate utility vehicles.

Travel:

Less than 5% is expected for this position

FLSA St