Stacy Buchanan

As Director for Special Events, Stacy Buchanan (B.B.A. ’02 and M.Ed. ’16) is responsible for planning and directing the strategic and operational activities of special events hosted or supported by the President's Office. This position operates under the overarching goals of presenting the University's mission effectively and developing and maintaining goodwill with current and potential associates of the University.

Job duties include

EXECUTIVE EVENT STRATEGY AND LEADERSHIP: Provides strategic leadership, direction, and oversight for all special events hosted by or supported by the Office of the President. Partners directly with the President and Chief of Staff to translate institutional priorities and the President’s vision into high-impact, well-executed events that reflect the University’s mission, values, and reputation. Determines event scope, format, standards, and priorities across a diverse portfolio of presidential, campus-wide, and VIP engagements.

OVERSIGHT OF EVENT PLANNING AND EXECUTION: Directs the planning, coordination, and execution of large- and small-scale presidential and university events, including but not limited to dinners, receptions, meetings, VIP suites, groundbreakings, formal ceremonies, and special initiatives. Exhibits exceptional attention to detail, ensuring all elements of event presentation and execution (e.g., logistics, environment, service, decor, equipment, communications, transportation, and guest handling) meet executive-level standards. Researches and provides recommendations on event plans, timelines, and execution strategies.

OPERATIONAL LEADERSHIP AND DAY-OF DECISION MAKING: Oversees event operations and serves as the primary decision-maker during high-visibility and high-pressure events. Anticipates risks, resolves complex issues in real time, and ensures seamless execution. Delegates appropriately to staff, establishes clear roles and expectations, and serves as the senior liaison among facilities, vendors, hosts, campus partners, and guests.

GUEST EXPERIENCE, PROTOCOL, AND PRESENTATION: Sets and enforces standards for hospitality, protocol, and guest experience at all presidential events. Ensures appropriate handling of VIP, political, and international guests in accordance with established guidelines. Personally engages in hosting and protocol-sensitive situations as required. Evaluates events and programs to ensure continuous improvement and consistency with executive expectations.

COMMUNICATIONS, RECORDS, AND INSTITUTIONAL COORDINATION: Coordinates event-related communications originating from the President’s Office, including invitations, promotional materials, messaging, and briefing documents. Ensures accuracy, consistency, and alignment with institutional branding and messaging. Maintains executive-level oversight of event records, budgets, databases, reports, and historical documentation. Coordinates closely with campus stakeholders, including Advancement, UBSC, Strategy/Government Relations, UNT System, and other units to align messaging, planning, and execution.

CAMPUS-WIDE EVENT STANDARDS AND ADVISORY ROLE: Serves as the University’s senior resource for high-profile event standards, policies, and best practices. Consults with internal and external partners to ensure the University is represented appropriately and consistently. Provides guidance, training, and recommendations to campus event planners regarding protocol, branding, sustainability, budget responsibility, and risk management. Reviews and advises on elements of events hosted by other departments as needed.

PEOPLE LEADERSHIP AND TEAM MANAGEMENT: Leads, supervises, and develops the Special Events team within the Office of the President, establishing clear expectations, priorities, and performance standards. Assigns work strategically, coaches staff, provides feedback, and fosters a culture of professionalism, accountability, collaboration, and high-quality customer service. Uses influence and leadership to align cross-functional partners and contributors who may not have a direct reporting relationship.

BUDGET AND FISCAL STEWARDSHIP: Serves as department ID holder and is responsible for the financial management of special events, including budget development, expense tracking, approvals, and reporting. Ensures adherence to university, system, and state fiscal policies. Demonstrates strong stewardship of resources and holds the team accountable for budgetary compliance and accuracy.

INSTITUTIONAL REPRESENTATION AND COMPLIANCE: Represents the Office of the President on university committees and in internal and external engagements. Exercises sound judgment, discretion, and professionalism in all interactions. Identifies problems, analyzes causes, evaluates alternatives, and implements or recommends solutions. Maintains composure and professionalism in high-pressure environments. Ensures compliance with all applicable policies, procedures, and regulations set by the State of Texas, UNT System, UNT, and the Office of the President.