Assistant Director of Facilities and Events

Job Summary

The Assistant Director of Facilities and Events will report to the Senior Associate Dean of Administration and the Director of Facilities and Events of the Drexel Kline Law School and will be responsible for the planning and execution of complex events involving a variety of constituencies and audiences at the Law School's Kline Institute of Trial Advocacy (KITA) located at 1200 Chestnut Street, Philadelphia, Pennsylvania and at other locations as well. The Assistant Director will be responsible for managing all facilities and physical plant issues for the KITA. They will also handle other administrative responsibilities, coordinating with and supporting law school personnel at the main law school building at 3320 Market Street, Philadelphia, Pennsylvania.

Essential Functions

• Event Management:
  
  
  
  • Plans and executes myriad complex events of varying sizes (lectures, conferences, symposia, receptions, prospective and current student events, orientation, graduation, etc.) in conjunction with a variety of constituencies and audiences (faculty, students, alumni, staff, donors, external legal associations, etc.).
  • Creates and maintains registration pages for larger events requiring preregistration and/or payment.
  • Coordinates with the Supreme Court of Pennsylvania Continuing Legal Education Board and presenters to provide Continuing Legal Education programming.
  • Manages and coordinates catering and university services (Facilities, Public Safety, Conferences and Events, etc.) to ensure top-level, efficient, and cost-effective events.
  • Liaises with court personnel for delivery of events at the KITA and various courthouses in Philadelphia.
  • Makes travel and accommodation arrangements for external speakers, panelists and other law school guests as required.
  • Coordinates, recommends, and manages event budgets.
  • Processes payment requests for vendors.
  • Serves as contact with University Protocol Office.
  • Manages room reservations for the KITA.
  • Ensures production and maintenance/updating for all awards, plaques, and photos related to events.
  • Reconciles and maintains events and planning P-Card.
  • Evening and weekend work may be required on occasional basis.
  • Coordinates Law School commencement at off-site locations.
  
  
  
  
• Facilities Management:
  
  
  
  • Ensures the security and maintenance of all building facilities (classrooms, common spaces, kitchen areas, etc.) and equipment/fixed assets; works closely with the University's Public Safety, Facilities and Telecommunication Departments as well as external vendors.
  • Responsible for obtaining quotes for and ordering all furniture and equipment and then receiving and overseeing placement and installation of same.
  • Serves as primary contact for building emergencies with internal (e g., Public Safety) and external (e.g., Philadelphia Police and Fire Departments) parties.
  • Respond to urgent maintenance calls and participate in the creation of emergency preparedness plans.
  • Manages all internal and external maintenance projects at the KITA.
  • Creates and manages budgets for all facilities projects. - (Essential)
  
  
  
  
• Administrative Support:
  
  
  
  • Provides administrative support to various law school offices.
  • Manages office supplies and work orders.
  • Processes procurement transactions via SmartSource and purchasing card.
  • Prepares online reconciliations and submits monthly allocation reports.
  • Coordinates domestic and international travel arrangements.
  • Maintains appointment calendars including scheduling, prioritizing meetings, and adjusting schedules as appropriate.
  
  
  
  
• Other duties are assigned.

Required Qualifications

• Minimum of a Bachelor's Degree in or the equivalent combination of education and work experience. (Please review the Equivalency Chart for additional information.)
• Minimum of 4 years of experience.
• Must have the ability to juggle and prioritize multiple projects while collaborating with diverse team members in a fast-paced environment.
• Strong customer service orientation and attention to detail and accuracy are essential.
• Ability to work independently, with minimal direction, and as part of a team.
• Intermediate to advanced proficiency in Microsoft Office Suite.
• Must be able to lift twenty-five pounds.

Preferred Qualifications

• Experience in event planning preferred.
• Experience in facility management preferred.
• Experience in dealing with different constituencies preferred.
• Experience working both independently and as part of a term preferred.

Physical Demands

• Typically sitting at a desk/table
• Typically standing, walking
• Lifting demands 25lbs

Location

• Hybrid/Flexible Work Arrangement

Additional Information
This position is classified as Exempt, grade L. Compensation for this grade ranges from $62,630.00 - $93,950.00 per year. Please note that the offered rate for this position typically aligns with the minimum to midrange of this grade, but it can vary based on the successful candidate's qualifications and experience, department budget, and an internal equity review.

Applicants are encouraged to explore the Professional Staff salary structure and Compensation Guidelines & Policies for more details on Drexel's compensation framework. For information about benefits, please review Drexel's Benefits Brochure.

Special Instructions to the Applicant
Please make sure you upload your CV/resume and cover letter when submitting your application.

A review of applicants will begin once a suitable candidate pool is identified.