Event Specialist

Department

University Events and Ceremonies:
Staff Group 1

The Office of University Events & Ceremonies is a department comprised of event professionals who oversee complex initiatives for University leadership along with other campus partners who require consultation, planning, production, and event management services.

Reporting to the Associate Director of the Office of University Events & Ceremonies, the Event Specialist plans and produces for a variety of University departments. The Event Specialist also plays roles in the planning and execution of Convocation.

The candidate must have a demonstrated track-record of experience and achievement that ensures they can work effectively with the University's senior leadership team, including the President, Provost, Vice Presidents, and Deans. In addition, the Event Specialist is expected to build collaborative relationships with team members, vendors, key stakeholders, and the campus community.

• Manages logistics for University leadership events along with other campus partner events.
• Provides planning and execution support for the annual University Convocation ceremony and events.
• Creates planning timelines and ensures that every task gets completed for each event.
• Coordinates and oversees event logistics, including venue research and selection, security, catering, transportation, floral installations, floor plan, linen, equipment, audio-visual, and custodial services per event.
• Creates and manages event budgets. Adheres to the overall budget for each event and tracks cost-saving initiatives year over year for annual events. Processes all invoices after each event.
• Coordinates with the appropriate University colleagues and Event Administrator to determine invitees and compile guest lists for event invitations.
• Produces and deploys event invitations.
• Produces all printed event materials such as nametags, place cards, table tents, table diagrams, brochures, programs, etc., with support from the Event Administrator.
• Creates and distributes comprehensive event memos/briefings to University leadership and to the events office team.
• Provides on-site event production. Works effectively with other event professionals and vendors to execute each event.
• Coordinates events debrief meetings for events (if applicable).
• Works to implement ideas for improvement as they are identified, and provides post-event feedback on turnout and vendor performance with direction from others.
• Is flexible to absorb additional responsibilities as needed as part of a growing and collaborative team.
• Performs administrative and related duties as required.
• Executes day-to-day event logistics, and other moderately complex assignments with some guidance from others.
• Assists with research, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, using existing procedures to solve moderately complex problems as they arise.
• Performs other related work as needed.

Minimum qualifications include a college or university degree in related field.

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

• A minimum of 2-5 years of progressively responsible experience in event and meeting planning and management, preferably in a higher education setting.

• Maintain working knowledge of a range of computer systems, including Microsoft Office Suite.
• Ability to execute events and meetings within an established budget.

• Well organized and detail-oriented in all aspects of their work, especially when meeting recurring and critical deadlines and/or planning events, meetings, and ceremonies.
• Represents University leadership with professional appearance, demeanor, and manner of interacting with others.
• Maintain a calm and courteous demeanor while managing competing priorities, a heavy workload, complex problems, and tight deadlines.
• Work independently and in a team environment.
• Delivers high-quality results in a dynamic environment and…