Planner, Commencement

Western Governors University
life insurance, flexible benefit account, parental leave, paid time off, paid holidays, sick time
United States, Utah, Salt Lake City
3949 South 700 East (Show on map)
Apr 17, 2025
If you're passionate about building a better future for individuals, communities, and our country-and you're committed to working hard to play your part in building that future-consider WGU as the next step in your career. Driven by a mission to expand access to higher education through online, competency-based degree programs, WGU is also committed to being a great place to work for a diverse workforce of student-focused professionals. The university has pioneered a new way to learn in the 21st century, one that has received praise from academic, industry, government, and media leaders. Whatever your role, working for WGU gives you a part to play in helping students graduate, creating a better tomorrow for themselves and their families. The salary range for this position takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs. At WGU, it is not typical for an individual to be hired at or near the top of the range for their position, and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is: Pay Range: $60,300.00 - $90,500.00 Job Description Job Description Summary As a Planner Commencement you will be part of a dynamic and supportive team that helps plan and execute large-scale graduation ceremonies and alumni events across the country. These events celebrate the achievements of our graduates and bring the university community together. This is an ideal position for someone who thrives on working with other people, thinks creatively, likes to be engaged in multiple things at once, and enjoys the excitement of live productions. You will be part of a collaborative team with high levels of trust and autonomy. You can expect to be the go-to person for multiple aspects of large event planning and be solely responsible for some smaller event types. You will know you are succeeding in your role by your ability to work within budgets and timelines while meeting event objectives Essential Functions and Responsibilities: Commencement Event Preparation and Logistics Planning Develop a commencement checklist for each assigned ceremony. Schedule and hold planning meetings for each assigned commencement. Conduct ceremony planning site visit to identify logistic and production requirements at least three months out. Maintain commencement budget spreadsheet in coordination with commencement manager. Create a master calendar of timelines for assigned commencements. Collaborate with departments on commencement logistic items. Prepare a run-of-show schedule for commencement weekend. Plan and lead rehearsal with commencement participants. Inventory and order commencement supplies as needed. Assist with packing commencement materials/supplies and coordinate delivery to venue/WGU office. Vendor Planning and Execution Determine vendor need and book vendors for each commencement ceremony by soliciting proposals and quotes, evaluate proposals, and ensure vendor obligations and commitments are met. Experience/ familiarity with: Onsite graduate regalia and faculty regalia orders, AV & Lighting, Music (String Quartet), Flowers, Merchandise, Photography, ASL Interpreters, Wheelchairs, Catering, Tradeshow Company, Transportation, Diploma Covers, Announcements, Individual Graduate Clips. AV & Event Setup Planning and Execution Power and Internet needs for event spaces. Webcast Internet needs/testing for each commencement ceremony. Lower thirds and commencement reel testing with AV vendor. Production schedule including load-in and load-out times with AV vendor. Intro/outro slides for webcast. Tagboard feed. Setup for stage and related spaces. Truck delivery of event gear. Signage placement. Communications Planning and Execution Communicate final planning details and timelines to vendors/participants. Experience/ familiarity with: Name Readers, Anthem Singers, Stage Platform Party, Graduate Speakers, Faculty, Commencement Ambassadors, Graduates, ADA/Special Needs, Parking. Prepare technical production scripts for AV team. Review commencement script binder for commencement. Draft, maintain, and post content for each commencement ceremony web page. Gather content for commencement ceremony guidebook. Review and edit commencement forms. Meet with creative team prior to each commencement to plan and execute branding assets (e.g. lower thirds, artwork, commencement reel). Coordinate production of commencement signage. Commencement Ambassador Volunteers Create and distribute commencement ambassador form for assigned commencements. Determine manpower needed for each assigned commencement. Recruit commencement ambassadors for assigned commencements. Place commencement ambassadors in assignments based on needs and experience. Develop commencement ambassador schedule. Plan and execute commencement ambassador logistics (e.g. hotel, transportation, catering, and uniform). Prepare and deliver commencement ambassador webinar and in-person orientations. Create commencement ambassador team lead packets. Mail "Thank You" to commencement ambassadors. Maintain commencement ambassador data. Create and distribute commencement ambassador survey. Faculty Create and distribute faculty RSVP form. Track eligibility of faculty. Coordinate participation of faculty. Maintain faculty participant data. Plan and execute faculty logistics (e.g. hotel, transportation, catering, and regalia). Order uniform regalia for faculty. Create and distribute faculty survey. Salesforce Assist with cases that require escalation and resolution in coordination with commencement manage Hunt line Assist with answering incoming calls on hunt line as needed. Post Commencement Collect data from vendors and departments. Collect survey results from attendees. Prepare data slides for COE meeting. Other Assist with projects as assigned. Knowledge, Skill, and Abilities: Able to take on multiple projects, in varying domains, while leading through regular change. Have a vision and ability to deliver key results. An ambassador who embodies WGU's leadership principles and cultural beliefs while representing WGU at any event. Thrive in a fast-moving position. Willing to try new ways to solve problems, with a keen sense of finding long and short-term solutions. Driven by understanding metrics, what they mean and how to continually improve. Willing to collaborate with others to brainstorm and implement new and better ways for showcasing WGU and its mission at any event. Thorough understanding of student/alumni journeys. Proficiency with Salesforce and social media platforms Strong creative and strategic mindset Ability to understand and identify underlying business needs and problems to deliver lasting solutions in a short timeline. Outstanding writing and verbal communication skills are required. Qualifications Bachelors degree required Minimum 5 years event planning experience required Ability to travel to out of state events required Large-scale event planning experience strongly preferred Experience in lieu of education Equivalent relevant experience performing the essential functions of this job may substitute for education degree requirements. Generally, equivalent relevant experience is defined as 1 year of experience for 1 year of education and is the discretion of the hiring manager. Preferred Qualifications Experience working with transportation accommodations, lodging etc. Large-scale event planning experience strongly preferred (5,000+ people) Experience with cloud based applications and other MS products Physical Requirements: Travel: Up to 25-30%, including to event locations for site visits, event execution, and to the WGU office(s) in Salt Lake City Utah, other states in the US, and conference cites-including weekends. Prolonged periods sitting at a desk and working on a computer. Must be able to lift up to 15 pounds at times. Position & Application Details Full-Time Regular Positions (classified as regular and working 40 standard weekly hours): This is a full-time, regular position (classified for 40 standard weekly hours) that is eligible for bonuses; medical, dental, vision, telehealth and mental healthcare; health savings account and flexible spending account; basic and voluntary life insurance; disability coverage; accident, critical illness and hospital indemnity supplemental coverages; legal and identity theft coverage; retirement savings plan; wellbeing program; discounted WGU tuition; and flexible paid time off for rest and relaxation with no need for accrual, flexible paid sick time with no need for accrual, 11 paid holidays, and other paid leaves, including up to 12 weeks of parental leave. How to Apply: If interested, an application will need to be submitted online. Internal WGU employees will need to apply through the internal job board in Workday. Additional Information Disclaimer: The job posting highlights the most critical responsibilities and requirements of the job. It's not all-inclusive. Accommodations: Applicants with disabilities who require assistance or accommodation during the application or interview process should contact our Talent Acquisition team at recruiting@wgu.edu. Equal Employment Opportunity: All qualified applicants will receive consideration for employment without regard to any protected characteristic as required by law.