Coordinator, Special Events Jobs

The Coordinator, Special Events will coordinate and execute events supported by the Office of Special Events for fundraising, alumni engagement, faculty support, student engagement, and community partnership needs. Responsible for managing a tracking system for assessment purposes, managing event scheduling, contacting and coordinating students, faculty, donors, and community clients to define event planning roles, identify and secure vendors, acquire necessary quotes, meet with venues to set up event logistics, complete payment reconciliations, screen internal/external requests, make recommendations to supervisor, and lead event planning as directed by supervisor. The ideal Coordinator will have a positive attitude and be professionally courteous at all times; and is candid discussing challenges with supervisor to ensure timely resolution.

Duties:

• Initiate searches for event entertainment, venue, products, and prepares contracts and other procurement instruments for services as assigned. Researches payment issues with internal and external vendors and coordinates collection of necessary approvals for all event costs in collaboration with the Director of Special Events. Monitors event budget availability against department expectations.
• Works with students, donors, alumni, and academic partners to recruit volunteers as directed by supervisor; provide independent and assigned direction and support to assigned partners and volunteers as needed. Directly support the UA fundraising team on related events.
• Assists with conceptualization and organization of events, and ensures accuracy and timeliness of list orders (invitation/sponsors), guest lists, invitations, programs, and other printed or digital event materials.
• Consults with other UA team members, specifically the development and alumni relations departments, to formulate event plans, provide event design recommendations in consultation with the supervisor, and develops execution plans for resulting event. Provide post-event reporting, and analysis of event strategy from an Office of Special Event perspective.
• Maintain a high-level of professionalism and discretion before, during and after event production, and performs all other duties as assigned.
• Takes the lead on developing and undertaking event set-up during weekdays, after-hours, and on weekends, which is frequent, engages volunteers and staff to complete set-up, problem-solve with overall event issues, ensure team members' responsibilities are known and understood to ensure appropriate decision-making by supervisor. Time availability must mirror supervisors.
• Coordinates property inventory and serves as property custodian for the Special Events department.
• Coordinates detailed event activities (including but not limited to donor events, conferences, and external customer events), registration, presentation items, and information materials. This is most effectively accomplished via direct meetings with event customers.
• Utilize design skills to draft invitations, programs, and other concepts that accentuate event elements; create online information-gathering vehicles to capture customer satisfaction (surveys) and manage their deployment and intake of information for departmental evaluation and the development of future best practices.

Required:

• Problem-solving ability based on sound judgment and ability to follow direction from supervisor and team members.
• Working knowledge of Microsoft Office, PowerPoint, Qualtrics, and familiarity with design programs. Familiar with using databases and other CRMs.
• Bachelor's degree.
• Progressive experience in coordinating activities and events.
• Experience with Audio/Visual handling, digital/virtual environment coordination (facilitating webinar-based activities in support of events, or as the event.
• Workflow awareness that supports team members and timeliness of project completion.
• Knowledge of special event protocols and best practices.
• Knowledge of event logistics planning (vendors, list orders, budgeting, etc.).
• Excellent written and oral communication; attention to details.

Desired:

Bachelor's degree in Liberal Arts or Business Administration.

Progressive experience in coordinating activities and events in support of education.

Demonstration of success with light budget responsibility, working with vendors and internal procurement departments; event planning and execution.

Certified Meeting Planner (CMP)

Required Attachments By Candidate

Resume, Cover Letter/Letter of Application

Salary

$51,992 - $57,191 per year

Schedule

Full-time

Job Posting

May 19, 2023, 2:20:52 PM