OIA inspires commitment to UMBC. We lead fundraising and development initiatives to support the University’s strategic priorities and goals. We seek to engage and cultivate relationships with individuals, foundations, corporations, alumni, faculty, and colleagues using our expertise, partnerships, and resources. We are committed to thoughtfully stewarding relationships and strategically approaching opportunities that serve and support UMBC and its community.

POSITION OVERVIEW:

The Director of Special Events leads the planning, coordination, and execution of high-profile events that advance UMBC’s mission and strategic goals. Reporting to the Vice President of Institutional Advancement, the Director oversees the events team, creating impactful experiences that strengthen connections with alumni, donors, faculty, staff, students, and key stakeholders.

Bringing expert leadership and management, the Director oversees a diverse portfolio of events, including commencement ceremonies, major donor events, alumni activities, fundraisers, and signature or milestone institutional celebrations. These events may be initiated by the Office of Institutional Advancement, requested by the Office of the President, or designed to support key university initiatives.

As the primary producer of university commencements, the Director leads the strategic planning, execution, and operational oversight of all ceremonies, working closely with university leadership to ensure seamless and memorable experiences for graduates and their guests.

In addition to leading events, the Director manages key departmental functions, such as overseeing the events team budget, ensuring effective resource management, and contributing to broader divisional leadership goals. The Director supervises the Associate Director, Events Specialist, Event Coordinator, and General Assistant.

This role requires a highly organized and detail-oriented individual with strong leadership skills, the ability to collaborate across departments, and experience managing complex event logistics.

KEY RESPONSIBILITIES:

Event Planning and Execution

Plan, coordinate, and execute high-profile events at UMBC, including fundraising and alumni engagement events, commencement ceremonies, and major donor events.
Develop event strategies and timelines to ensure alignment with institutional goals. Provide regular briefings to the President and senior leaders, keeping them informed of progress, challenges, and key event details while seeking input on critical decisions.
Manage logistics, contracts, budgets, and execution for major events in collaboration with event, technology, and catering vendors. Oversee all aspects of event planning, from concept to on-site management.
Ensure events align with university and unit priorities by evaluating new event requests, maintaining brand consistency, and developing programs that reinforce UMBC’s values.
Serve as an expert in event best practices, consulting with campus partners, industry leaders, and external organizations to incorporate innovative approaches. Stay current on industry trends and event technologies, introducing fresh ideas to enhance event experiences.
Support and consult on events hosted by the University System of Maryland (USM) and the USM Foundation (USMF) at UMBC.
Represent UMBC at national conferences and University System of Maryland meetings, exchanging insights on best practices for commencement and signature campus events.
Conduct post-event evaluations, gathering feedback to assess success, identify areas for improvement, and implement enhancements for future events.

Lead Commencement Ceremonies

Oversee all aspects of UMBC Commencement, including organizing the Executive Commencement Committee and planning team.
Develop timelines, maintain the Commencement website, coordinate volunteers, and oversee vendor contracts.
Develop and oversee the commencement budget, securing cost-effective solutions while maintaining high event quality.
Collaborate with University Communications and Marketing to develop communication strategies, social media plans, and creative materials, including the program book and overall brand for commencement.
Coordinate with campus partners such as the Graduate School, Event and Conference Services, University Registrar, and the Bookstore to ensure seamless execution.
Manage ticketing, seating, accessibility accommodations, parking, security, and emergency preparedness to ensure a smooth experience for graduates and guests.
Serve as the primary liaison for university leadership, external speakers, honorary degree recipients, and VIP guests, ensuring hospitality and protocol adherence.
Conduct post-event evaluations, gathering feedback to enhance future commencements.

Vendor and Partner Management

Manage relationships with internal and external vendors and partners, including event production companies, project managers, caterers, florists, AV providers, and other key service providers.
Leads the development of detailed specifications to solicit vendor bids for high-profile events, ensuring that all requirements and expectations are clearly defined and communicated.
Serve as the primary liaison between internal departments and external vendors, facilitating smooth coordination, clear communication, and timely issue resolution throughout the planning and execution process.
Negotiate contracts and service agreements, ensuring cost-effectiveness while maintaining high-quality experiences. Monitor vendor performance and adherence to contractual obligations, addressing any discrepancies or concerns proactively.
Continuously evaluate vendor relationships, exploring innovative partnerships and emerging industry trends to enhance event experiences, improve efficiency, and optimize resources.

Experience Required:

Minimum five years of broad event planning experience with at least two years in planning and managing large-scale, complex meetings or commencements.
Strong leadership and project management skills, with the ability to manage multiple priorities and deadlines effectively.
Working with high-profile guests, dignitaries, donors and/or large audiences.
Ability to work flexible hours, including evenings and weekends, as required by event schedules.
Ability to work independently, exercise independent judgment, and adapt quickly and effectively in a fast-paced environment.
Proficiency in event management software, budgeting tools, and CRM platforms.

Experience Preferred:

Event management experience in a higher education setting.
Excellent leadership, communication, negotiation, and problem-solving abilities.
Experience collaborating across departments and with senior leadership.
Expertise in budget management and resource planning.
Ability to lead a team and foster a culture of excellence in event execution.

Interested applicants should submit cover letter and resume by April 18, 2025 for best consideration. Job posting will remain open until filled. To apply, please visit https://listings.umbc.edu/cw/en-us/job/494933/director-of-special-events