Event Services Specialist

THE O'NEILL SCHOOL - BL SPEA (BL-SPEA-IUBLA)

The O'Neill School of Public and Environmental Affairs works to build a better world by stewarding the development of welcoming societies, democratic governance, and a healthy, sustainable environment. With partners across the public, private, and nonprofit sectors, we pursue education, scholarship, and civic engagement at the crossroads of policy, science, and management. We give our students the knowledge and skills to have a significant impact around the globe.

• Excellence
  - Aiming to be the best in all that we do and developing the professional and personal capabilities necessary to improve the world through our work.
• Meaning and impact
  - Pursuing careers and service that add purpose and meaning to our lives, encouraging others to do so, and improving quality of life for individuals and societies.
• Ongoing learning
  - Continuously developing the skills, knowledge, experience, and sound judgment necessary for wise and informed decision-making.
• Well-being
  - Emphasizing the well-being and safety of individuals and the health of our natural environment as essential for thriving communities and well-functioning, just societies.

• Leads the planning and execution of school-wide events by coordinating logistics, budgets, vendor partnerships, communications, and operational details to deliver high-quality programs that support institutional goals.
• Collaborates with internal and external stakeholders to develop event strategies, manage contracts and service agreements, and ensure a positive participant experience.
• Monitors event performance, maintain compliance with university policies and risk management requirements, and implement continuous improvements to maximize engagement, effectiveness, and return on investment.
• Plans and executes school-wide events by managing event objectives, timelines, logistics, facilities, transportation, catering, technology, signage, and operations for both recurring and special events.
• Partners with internal and external stakeholders to develop event strategies, coordinate event requirements, and negotiate contracts and service agreements that support program goals.
• Manages vendor and service provider relationships, ensuring goods and services are delivered on time, within budget, and in accordance with event specifications and quality standards.
• Coordinates event communications and promotions by collaborating with marketing, communications, sponsors, speakers, and university/school partners to maximize engagement and attendance.
• Develops and monitors event budgets and performance metrics, evaluating attendance, participant feedback, expenses, and outcomes to inform future planning and improve return on investment.
• Ensures compliance with university policies, procedures, contracts, and risk management requirements while addressing operational challenges and resolving event-related issues as they arise.

• Plans a variety of recurring and ad hoc events for the university and oversees budgets, vendor contracts, transportation, catering, signage, equipment, technology, and other event components. Coordinates event activities prior to and on the day of events.
• Consults with internal and external constituencies to plan event timelines and specifications and negotiate the terms of agreements and contracts.
• Works closely with vendors and staff to ensure goods and services arrive timely and in acceptable condition for events.
• Interfaces with media and/or marketing and communications representatives regarding calendar of events and event publicity.
• Tracks and analyzes event metrics, such as attendance, participant feedback, and expenses; monitors effectiveness and return of investment; tracks suggested event improvements for future implementation in recurring events.
• Ensures events adhere to university guidelines and policies and event contracts, agreements, and specifications.
• May make procedural and policy recommendations to improve operational efficiency.
• May provide guidance to lower-level Event Services Specialists; may delegate administrative tasks to Event Services Coordinators.

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

• Bachelor's degree in business, finance, public administration, or related field.

• 2 years in events, hospitality, or related field.

• Proficient written and verbal communication skills.
• Maintains a high degree of professionalism.
• Demonstrates time management and priority setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast paced, dynamic environment.
• Seeks to acquire knowledge in area of specialty.
• Highly thorough and dependable.
• Demonstrates a high level of accuracy, even under pressure.

This role regularly requires the ability to effectively…