Director of Special Events and Scheduling

Position Summary

The Director of Special Events and Scheduling provides strategic leadership, operational direction, and organizational accountability for the planning, scheduling, coordination, and execution of University events and key facility operations across the University of Southern Indiana. The Director leads a team responsible for managing several thousand events annually, including academic scheduling, and functions in partnership with numerous internal and external constituents.

The Director is accountable for the delivery of exceptional customer service and event experiences and the alignment of departmental operations with University priorities. The position exercises leadership over departmental strategy, budget management, personnel, operational performance, and continuous improvement initiatives, while serving as a trusted advisor and collaborative partner to University leadership and stakeholders.

This position will begin on or after January 4, 2027

Duties/Responsibilities 

Leadership and Department Administration:
Provide strategic leadership, supervision, coaching, and performance management for Special Events and Scheduling staff, including student employees.

Establish a culture of accountability, collaboration, customer service, innovation and continuous improvement.

Direct all departmental operations, including staffing, recruitment, onboarding, training, succession planning, performance evaluations and resource allocation.

Set departmental goals, priorities, and performance expectations; ensure achievement of operational and strategic objectives.

Develop, manage, and administer departmental budgets exceeding $1 million, ensuring responsible stewardship of University resources.

Monitor departmental performance through data, reporting and assessment measures; implement corrective actions and operational improvements as needed.

Prepare and present reports, budget analyses, strategic plans, and performance updates to University leadership.

Ensure departmental compliance with University policies, financial controls and operational standards.

Anticipate organizational and operational challenges and lead proactive solutions that minimize risk and improve service delivery.

Technical Proficiency:
Demonstrate proficiency with Microsoft Office applications and related business technologies.

Utilize and oversee event management, scheduling, facility management, and room design software platforms to support operational effectiveness and decision-making.

Prepare and review reports, contracts, budgets, correspondence and other business documentation.

Event Planning and Management:
Provide executive oversight and accountability for the successful planning and execution of complex, high-profile University events while ensuring exceptional quality, service, risk management and operational excellence.

Develop event strategies, priorities, and implementation plans that align with institutional goals.

Direct coordination among campus service providers, external vendors, and event stakeholders.

Oversee event logistics, budgets, timelines, risk mitigation, service delivery, and operational readiness.

Ensure the accurate management of event records and documentation within scheduling and event management systems.

Monitor progress toward key planning milestones and ensuring timely completion of all requirements.

Serve as the University's lead operational authority during major events, providing on-site leadership, decision-making, and issue resolution.

Ensure appropriate accommodations, accessibility, technology support, transportation, catering, safety planning, and guest experience standards.

Provide strategic leadership and oversight for major institutional events, including Commencement, Board of Trustees meetings, Presidential events, donor events, public forums, and other University-sponsored and external initiatives.

Facility Management and Operations:
Provide leadership and oversight for the management, utilization, maintenance, and appearance of the University Center, Performance Center, Griffin Center, and other assigned facilities.

Along with campus partners, ensure facilities operate safely, efficiently, and in a manner that supports the University's mission and customer experience expectations.

Partner with Facilities Operations and Planning to coordinate custodial services, prioritize maintenance, capital improvements, and operational enhancements.

Serve as a primary leader in long-range planning efforts related to space utilization, furnishings, facility upgrades, and operational effectiveness.

Develop strategies that maximize facility utilization, revenue opportunities, customer satisfaction and operational efficiency.

Financial and Procurement Oversight:
Develop, administer and monitor departmental operating budgets and financial plans.

Authorize and oversee procurement activities, contracts, vendor relationships and standing purchase agreements.

Evaluate financial performance, identify efficiencies and implement cost-management strategies.

Ensure compliance with all University purchasing policies, contract requirements and financial procedures.

Establish and maintain cost recovery, pricing, and revenue-generation practices related to event services and facility utilization.

Provide financial forecasts, recommendations and reporting to support informed decision-making by University leadership.

Policy Development and Compliance:
Interpret, communicate, and enforce University policies governing events, facility use, safety, accessibility, alcohol, tobacco, parking, solicitation and related activities.

Identify policy gaps, operational risks and emerging needs; recommend policy revisions and process improvements.

Ensure compliance with all applicable University, state, and federal regulations.
Maintain accountability for risk management practices that support safe and successful events and facility operations.

Campus Collaboration and Relationship Management:
Build and maintain strong partnerships with academic, administrative and external stakeholders to support University priorities.

Collaborate closely with Dining Services, Information Technology, Facilities Operations and Planning, Public Safety, Risk Management, Environmental Health and Safety, and other internal and external partners.

Represent the department and provide leadership on institutional committees, planning teams and special initiatives.

Serve as the University's primary resource and subject matter expert for event planning, scheduling and facility utilization.

Advise senior leaders and campus partners on event, facility, operational and customer experience considerations.

Perform other duties and lead special projects as assigned.

Required Knowledge and Skills

Bachelor's degree required; preferred fields include Hospitality Management, Event Management, Business Administration, Communications, Higher Education Administration, or related discipline.

Minimum of ten years of progressively responsible professional experience in event management, conference services, hospitality management, higher education administration, or a related field.

Demonstrated leadership experience with responsibility for organizational planning, staff supervision, performance management, budgeting, operational oversight and project management.

Outstanding interpersonal, relationship-building, and stakeholder management abilities.

Strong verbal and written communication skills.

Demonstrated sound judgment, decision-making ability, diplomacy and professionalism.

Functional Requirements

Maintain a consistently professional presence and exercise sound judgment in high-pressure and rapidly changing environments.

Demonstrate strong organizational and leadership skills while managing competing priorities, resources, and deadlines.

Ability to influence, collaborate with and advise executive leadership, donors, faculty, staff, students, public officials and community partners.

Frequent physical access to presentations and events that occur at on-campus sites such as classrooms and meeting rooms, as well as outdoor venues.

Frequent independent physical manipulation of loads of up to 35 pounds for preparation of events. Frequent bending, stooping, twisting, and reaching while preparing and setting up for events.

Remaining in a stationary position at a desk or workstation for extended periods of time to fulfill a number of assigned duties.

The use of computers and computer systems to set up functions, enter data, retrieve and process information, create documents and communicate with contacts.

Demonstrate strong observational and analytical skills to ensure events and facilities meet operational, safety, and customer service standards.

Maintain composure and effectiveness while leading high-visibility and time-sensitive events.

Must possess valid Driver's License and an acceptable driving record as defined by USI's Vehicle Safety Policy (https://handbook.usi.edu/vehicle-safety-policy).

Regular Work Hours/Travel Requirements

About USI

The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position include:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 9% of annual salary.
• Full tuition fee waiver for employees, spouses, and dependent children.
• Vacation and sick time
• Holiday pay
• Free access to Recreation, Fitness & Wellness Center.
• Access to on-campus University Health Center and Dental Hygiene Clinic.

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.

• Cover Letter
• Resume

Search Committee Chair:

If you have questions about the open position, please contact Kindra Strupp, search committee chair, at kstrupp@usi.edu.

Best Consideration Date:

For best consideration, please submit materials by November 10, 2026.

Pre-Employment Screening

A background check will be required for employment in this position.

Authorization to Work in the United States

USI will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the Associate Director of Human Resources, Constance Hermann, at cjhermann1@usi.edu or (812) 461-5363. Contacting the Associate Director of Human Resources is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at HumanRes@usi.edu or (812) 464-1815.

EEO Statement

USI is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities