Commencement Ops Associate

Required Qualifications: Applicants must specifically address how they meet these required qualifications to meet the requirements of the position.

• Bachelor’s degree or 4+ years of experience in event planning or project management.
• Demonstrated experience planning a large event or project.
• Demonstrated ability to set project timelines and prioritize effectively within a team environment.
• Demonstrated ability to effectively work collaboratively with others and motivate output.

Preferred Qualifications

• Demonstrated ability to prepare accurate university-wide communications with exceptional written and oral skills.
• Excellent customer service skills grounded in a strong command of university and academic affairs policies, procedures, and dignitary protocol.
• Demonstrated experience gathering, managing, sorting, and building reports from large sets of student data
• Demonstrated experience managing a budget or processing financial transactions in an organizational setting
• Demonstrated experience creating or directing content for an organization’s social mednts
• Demonstrated experience supervising student, volunteer, or part-time staff

Job Description The Commencement Operations Associate works closely with and reports to the Commencement Coordinator, providing essential operational and logistical support for 17+ annual commencement ceremonies at Texas State University, with independent ownership of commencement budget transactions, correspondence, social media accounts and content production, and supervision of student and volunteer staff. Job Duties

• Independently manage commencement task calendars, timelines, procedures, and deadlines
• Maintain commencement communication tools including webpages, TDX, email, mobile app, Bobcat Org Hub
• Own the commencement social media accounts and content production, directing the Social Media student worker/assistant in developing, scheduling, and posting all commencement-related content according to the approved social media plan.
• Serve as primary contact for graduates and guests; answer questions regarding the commencement ceremonies, policies, and protocols
• Recruit, train, and supervise the commencement student worker team; plan team-building and training activities; monitor team performance and activity
• Recruit, train, and directly supervise the full commencement student staff, including two Commencement student workers and a Social Media student worker/assistant in the OCAP office year-round and a 12–14-member ceremony-day team each semester; monitor team performance and activity on commencement days, including coordination with the President’s event team and the Gold Star Society
• Review, edit, and serve as the final reviewer for all commencement correspondence, including presidential and provost invitations and notices, before release.
• Independently manage commencement inventory, including supplies and signage
• Manage and monitor the commencement operations budget at the transaction level, including processing of purchase orders and invoices
• Assist with facilitation of Commencement Team/subgroup and Executive Commencement Committee operations and meetings
• Organize other commencement-related events such as Grad Fest, hooding ceremonies, training, and workshops
• Prepare and manage spreadsheets including commencement protocol benchmarking and research
• Assist in preparing various activities and events