Job Description

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Job Description

• The position seeks to foster greater collaboration between institutes and centers on events. The PDES encourages the sharing of prospective event plans between units to identify opportunities to host joint events around topics such as major global affairs topics, anniversaries or designated international days
• The PDES provides strategic oversight and coordinates planning for major School events and meetings, which may be sponsored by multiple units within the School.
• The PDES convenes regular meetings of events personnel from all School units to provide space to share best practices and to coordinate calendars in order to avoid scheduling conflicts and maximize impact .The PDES develops an all-School major events calendar each semester listing major public events and significant meetings scheduled by each institute and center and the Dean’s Office. The calendar serves to enhance communication and coordination between units and build the School’s external reputation for excellence.
• The PDES stays current on trends in the field of event management and shares best practices and innovations as necessary.

• The PDES plans the bi-annual meetings of the Keough School Advisory Council, in close coordination with the Academic Advancement Director and the Dean’s Administrator.
• The PDES is an ad-hoc member of the GPI executive committee; serving as a resource on budget and logistics planning for faculty who are preparing proposals to GPI or other external sources that involve events.
• The PDES serves as a campus resource for the Washington Office by providing information and advice to units that make use of the Washington Office for events and meetings.
• The PDES works closely with the Academic Programs to support the planning and execution of events such as Admitted Student Day, Welcome Weekend, and events for graduating students.
• The PDES works in collaboration with the Director of Communications and Marketing to coordinate the dissemination of publicity and communications regarding Dean’s Office events.

• This critical advising role will include assessing the feasibility of the event based on available financial, human and space resources.
• The PDES also provides advice on the planning and implementation of events and meetings to institutes and centers that request it, giving particular attention to those that do not have dedicated events staff.

• The PDES prioritizes and approves request for space use submitted by users of the Keough School, the College of Arts and Letters, and other units from across campus.
• The PDES coordinates transitions between events and secures operating functions as needed for events (e.g., HVAC functioning outside of normal working hours, building locks, etc.)

• The PDES ensures the timely completion of all pre-arrival processes (e.g., invitation letter, appointment, visa applications, etc.)
• The PDES organizes the logistics of the visitor’s stay (e.g., travel, lodging)
• The PDES coordinates the visitor’s schedule as needed (e.g., itinerary, organization of meetings with Notre Dame faculty and staff).
• The PDES oversees all aspects of off-campus furnished apartments leased by the Dean’s Office, including renewal of lease and payment of utilities, scheduling of apartment assignments to different visitors throughout the year, coordinate of cleaning services between uses, and general oversight of apartment maintenance, appearance and accessories.

Minimum Qualifications

• Experience in planning and implementing a wide diversity of events (small private meetings to large public hybrid events)
• Experience in setting strategies, priorities and processes around the planning and scheduling of events
• Familiarity with multi-cultural and international events, participants, collaborators, and venues
• Familiarity with academic events and conferences
• Experience hosting and working with high-profile guests requiring special accommodations.
• Excellent communications skills, both verbal and written
• Attention to detail, and the ability to prioritize and multi-task with little supervision, while at the same time working collaboratively with faculty, staff and guests.

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