Description

About Le Moyne College:

Le Moyne College, located in Syracuse, N.Y., is an independent college established by the Jesuits in 1946 to provide students with a values-based, comprehensive academic program designed to foster intellectual excellence and preparation for a life of leadership and service. Today, Le Moyne has evolved into a nationally acclaimed college of liberal arts and sciences that draws students from across the U.S. and abroad.

Our Mission:

Le Moyne College is a diverse learning community that strives for academic excellence in the Catholic and Jesuit tradition through its comprehensive programs rooted in the liberal arts and sciences. Its emphasis is on education of the whole person and on the search for meaning and value as integral parts of the intellectual life. Le Moyne College seeks to prepare its members for leadership and service in their personal and professional lives to promote a more just society.

Le Moyne College aims to advance the values of diversity and inclusiveness at the college. To do this, Le Moyne seeks scholars and professionals who bring innovation, creativity, and impact to the campus, and who bring greater depth, breadth, and diversity to our campus community.

POSITION SUMMARY

The Director of Office Operations and Presidential Events is an exempt position within the President's Office reporting to the Chief of Staff. The position is responsible to perform diverse, highly responsible and complex functions that require independent recurring contact with senior administrators and executives including Vice Presidents, Deans, Directors and Department Heads, the Board of Trustees, Alumni, students and outside vendors.

This position also has a specific focus on the strategic planning and executing of all Presidential Events which includes the strategic planning, execution, and management of high-profile events hosted by or on behalf of the Office of the President.

PRINCIPAL DUTIES AND ESSENTIAL FUNCTIONS

Job duties specific to this position:

Event Management:

• Manage the Assistant Director of Events and the Events Management staff to ensure the execution of College events reflect the College's mission and image
• Plan and execute College events including but not limited to Fall Convocation, Mass of the Holy Spirit, College Christmas Party, Commencement events.
  
  • Manage internal and external vendors to ensure all deadlines are met
  • Book speakers and spaces
  • Respond to questions and concerns before/during/after the event
  • Manage event budgets
  • Oversee any other logistical details
• Manage presidential involvement at events such as Alumni/Enrollment Presidential Receptions, Reunion Weekend, Opening Weekend Events, Enrollment Events, Student Development Events, .Assist with Founders' Day and Le Moyne in New York events
  
  • Assist with additional program planning by providing input on event themes, design, and site-selection, executing events on-site.
  • Collaborate with leadership and stakeholders to define invitee lists.
  • Create event invitations and design elements, manage event marketing and communication. This includes ensuring alignment of event messaging and materials with institutional branding.
  • Work closely with the Government and Foundation Relations when dignitaries visit. Ensure proper procedures for hosting dignitaries.
  • Manage event RSVPs.
  • Create event briefing materials.
  • Manage or assist with scripts and Presidential remarks.
  • Process event invoices and expense reports, along with event supply orders.
  • Facilitate the preparation of speakers according to the agenda or run-of-show.
  • Conduct comprehensive briefings for staff, vendors and volunteers, outline their respective roles and responsibilities.
  • On the day of the event, ensure flawless execution and effective coordination across all facets of the event, encompassing both setup, on-site registration desk, special requests, event breakdown, etc.
  • Track event metrics and conduct event debriefs as needed.
  • Use post-event analysis to inform continuous improvement of event strategy and execution.
• Ensure that all Presidential events reflect the mission, values, and strategic goals of the College.
• Ensure media and social media coverage for events.
• Manage and oversee the booking of the Board room.
• Provide support to the Board of Trustees
  
  • Coordinate meeting and travel logistics.
  • Prepare and distribute of Board of Trustee meeting material
  • Maintenance of the BOT online portal
• Manage the College's sponsorship of various community events and support for non-profit organizations.
  
  • Determine sponsorship priorities
  • Manage budget
  • Process necessary check requests
  • Coordinate advertisement requirements with the Office of Communications
  • Extend invitations on behalf of the President to appropriate College representatives to attend the events
  • Submit guest lists to event coordinators and distribute tickets.

Direct Support to the President and Chief of Staff:

• Provide the President with background information and/or supporting documents in preparation for scheduled appointments, meetings, speaking engagements, conferences, interviews, etc. This includes creating or updating reports, presentations, or other materials as needed. This includes the President's external boards.
• Collaborate with Advancement to develop the President's travel schedule. Arrange travel arrangements for the President (prepare itinerary, confirming lodging and transportation, process travel reconciliation) and provide relevant background information in advance.
• Organize and support the President's Council. Responsibilities include scheduling meetings, setting agendas, composing and distributing minutes, and overseeing the maintenance of complete and accurate records. This includes overseeing the annual Unit Review process that is required for accreditation purposes.
• Manage the President's expense reports in a timely manner in conjunction with Finance.
• Maintain the President's biography, webpage, and Wikipedia page.
• Manage the production and distribution of the President's annual Christmas card. This includes collaboration with Communications and Advancement to prepare distribution lists and design the card.
• Support other Vice Presidents as needed, in collaboration with Executive Assistants.
• Serves as a liaison with other administrators by relaying information and decisions.

Office Operations

• Manage the Administrative Assistant and the day-to-day administrative affairs of the President's Suite.
• Ensure that excellent front-line customer service for the President's Suite is being provided. Greet guests and respond appropriately to internal and external calls and questions posed by guests to provide information and/or make appropriate referrals to other College offices and administrators.
• Review and process all incoming mail/correspondence and manage the office email account prioritizing and determining its disposition. Direct mail to appropriate internal staff with instructions and/or suggestions for preparation of a reply. Draft responses as necessary.
• Organize, maintain, and update a "tickler" file to assure appropriate actions are being taken or follow-up is being done within the areas of major functions.
• Type and proof standardized and routine correspondences and materials related to position responsibilities.
• Manage and maintain a system for tracking budget allocations, encumbrances, and expenditures for President's Office accounts related to position responsibilities. Alert the President to any anomalies and/or cost-saving ideas. Process appropriate forms of payment for invoices and expenses (e.g., office subscriptions, College memberships).
• Manage the College's memberships to various organizations. Determine membership priorities; manage overall budget, process annual dues; maintain records.

Job expectations for all Le Moyne College employees:

• Demonstrates and role-models all of Le Moyne's mission-based competencies (collaboration, communication, diversity, integrity, leadership and service) in every interaction with all community members and external parties.
• Strengthen digital literacy skills through education and the application of digital technologies in order to effectively engage in information gathering, utilization and data management while promoting a security culture.
• Supports cura personalis by treating all individuals with dignity, professionalism and kindness.
• Promotes cura apostolica by aligning professional goals, objectives, and performance with college's strategic goals.
• Demonstrates excellent work attendance, reliability and work ethic.
• Attends and actively participates in required meetings and training sessions.
• Complies and adheres to all of Le Moyne's established policies, procedures and codes of conduct at all times, including all health and safety requirements and regulations, to promote desired behavior and build awareness.
• Must complete all required federal, state, institution and department trainings.
• Engages in a planned program of professional development. Continually maintains skills and knowledge relative to the position and technology industry including best practice, evolving operational requirements, and industry trends.
• Performs a variety of related duties as assigned.

QUALIFICATIONS

• Bachelors Degree Required.
• 3+ of experience in high-level event planning, preferably in higher education or nonprofit sectors, required
• 4+ years of clerical experience in an executive-level office setting, required, experience in a college or university setting preferred.
• Strong customer service orientation and ability to develop and maintain collaborative and productive relationships with a diverse community of internal and external constituents.
• Extensive knowledge and proven proficiency with MS Office products (e.g., Word, Excel, PowerPoint).
• Competency in use of relevant office equipment (e.g., multi-line telephone system with voicemail, fax machine, photocopier).
• Ability to coordinate complex calendar scheduling for individual appointments and group meetings; proficiency with electronic scheduling.
• Ability to use utmost discretion as it relates to answering questions from various constituencies of the College and access to highly confidential information.
• Ability to prioritize and coordinate multiple tasks and carry out all responsibilities with a high degree of accuracy, attention to detail, and with minimal supervision, consulting with others as needed.
• Strong organizational, proofreading, and analytical skills.
• Strong oral, written, and interpersonal skills to communicate with persons at all levels of the College and external contacts.
• Excellent listening and comprehension skills to take accurate notes and compose meeting minutes.
• Ability to analyze office procedures in order to recommend and implement changes to improve efficiencies.
• Familiarity with the College's organizational structure, policies, and leadership groups.
• Knowledge of and sensitivity to a Catholic and Jesuit work environment.
• Ability to work events on evenings and weekends. Occasional travel as needed.

Additional Information:

Le Moyne Benefits

403(b) Retirement contribution- (9.5% Employer match)
Generous tuition coverage
Health insurance options- (Medical, Dental, Vision, Flexible Spending Accounts)
Health Savings Accounts- (Partially Employer funded)
Basic Life & AD&D Insurance- (Employer paid)
Short and Long Term Disability Insurance (Employer paid)
Supplemental Life & AD&D Insurance
Voluntary benefits- (Legal, Critical Illness, Hospital Indemnity, Accident Insurance, Pet Insurance etc.)
12 paid holidays
Generous time off package

35 hour work week

Pay Range: $65,000 - $80,000 annually

Equal Employment Opportunity

Le Moyne College prohibits discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, citizenship & immigration or any other protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Le Moyne makes hiring decisions based solely on qualifications, merit, and business needs at the time.

Application Instructions:

To apply for this position please click the 'Apply Now' button and submit the required materials for consideration:

* Cover letter outlining your interest in the position
* Current resume
* Contact information for 3 professional references