Event Coordinator - College Of Arts And Sciences

: The Event Coordinator position will provide support in all operational and administrative aspects of events for the College of Arts and Sciences. Management and oversight of several important events, programs and meetings for the College from commencement, award dinners, retreats and beyond working directly with the Dean. Responsibilities will include operations support, general event planning for on-site and off-site events, vendor relations, and overall customer experience in areas such as catering, travel, vendor relationships, invoicing and program delivery.

Responsibilities:

• Plans, organizes, and executes events and meetings for the College

• Coordinates operations, implementation and post-event activities

• Coordinates pre-event and on-site communication with vendors and administrators

• Builds and maintains relationships with key vendors and university partners before, during and after events

• Maintains calendar of events that enables and anticipates long-term planning and effective event management for College

• Works closely with communications, administration and finance staff to oversee and facilitate event processes

• Supervises, directs and coordinates the activities of personnel and vendors as required to execute all aspects of events

• Provides post-event analysis, budget recaps and participant feedback and incorporates learning into future plans

• Coordinate Spring Commencement Ceremony for College of Arts and Sciences

ü Draft script and order of program; Compile and edit text for inside of program in collaboration with Creative Services; Compose and edit text for College’s spring ceremony

ü Coordinate stage party and faculty representation from departments; Arrange all commencement speaker accommodations

ü Coordinate student aspects of graduation with Advising staff. Assist with selection of student speaker and creative expression in conjunction with Director of Advising and faculty representatives

• Coordinate Faculty Award Dinner

ü Provide support to Deans with call for nominations for faculty awards

ü Draft script and order of program, proof and order plaques for award recipients

ü Secure venue for event and work closely with staff and vendors regarding catering, setup, service and cleanup for event

ü Work with Communications to design invitation and program

• Coordinate Retreats/Receptions Hosted by the Deans and Directors

ü Select venue and menu for Department Head Retreat

ü Work closely with Dean to secure speakers and create agenda

ü Coordinate Deans and Directors meeting to create agenda

• Fiscal Planning and Compliance

ü Develop and manage budgets related to each event

ü Analyze and anticipate event budget needs for preparation of annual budget development

ü Ensure compliance with fiscal policies related to entertainment, accounts payable, and facility usage, etc.

ü Ensure proper and timely payments to vendors, including vendor setup and communication regarding payment methods as it relates to timing

ü Determine appropriate classifications of vendors and individuals in order to ensure applicable payment routes for service related compensation

ü Develop, order, track, and distribute awards associated with various events, including, but not limited to, financial awards, plaques, and other forms of recognition

Qualifications:

Required

• High School Diploma and minimum of 3 years work experience in event planning, hospitality or higher education areas.

Preferred

• Bachelor's Degree in hospitality or related field.

• Knowledge of Adobe Creative Cloud, Canva, or other similar software

Knowledge, Skills and Abilities (KSAs):

Required

• Event planning skills and experience.

• Outstanding interpersonal, verbal and written communication skills, with the proven ability to work collaboratively as a team player as well as develop and foster communication and teamwork with a diverse audience.

• Strong customer service skills, attention to detail and time management.

• Ability to produce high-quality professional work and to deliver upon commitment.

• Strong project coordination skills with the ability to create comprehensive event timelines from conception through follow-up.

• Excellent problem solving and analytical skills.

• Ability to manage and organize multiple projects.

• Demonstrated proficiency with a variety of software applications, including Microsoft Office.

• Ability to learn new skills and software, as needed.

Preferred

• Experience in higher education event planning.

• Excellent customer service and attention to detail.

• Experience developing, monitoring and managing event budgets.

• Ability to learn new technologies, systems and procedures as needed.

• Ability to work autonomously or effectively in a group.

Application Process:

For full consideration, interested individuals should provide a cover letter addressing professional experience relevant to each required minimum qualification, a resume, and complete contact information for 3 professional references.

The Knoxville campus of the University of Tennessee is seeking candidates who have the ability to contribute in meaningful ways to the diversity and intercultural goals of the University. Screening of applicants will begin immediately and will continue until the position has been filled.