Events Program Coordinator - School of Social Work, Office of Professional Development

Assists in coordinating with planning groups, speakers as well as hotels and other required vendors with conference and event facilitation, for both the School of Social Work and agencies outside the university. Coordinates with Assistant Director, other events program coordinators, the Director and agency planning committees to plan and coordinate events. Attends planning meetings for conferences and events. Coordinates with speakers to confirm participation, and issue speaker agreements, purchase orders and requests for travel authorization (RTAs).

Coordinates with hotels on catering, room set ups, and other onsite arrangements. Coordinates with required vendors to finalize orders and billing. Assists in set-up and manages registration for events, using Cvent, Event Farm, and other conference management software. Coordinates with the Assistant Director to set up websites and manage registration for events. Responds to inquiries made by registrants, both via email and phone.

Participates in coordination of virtual events and manages onsite registration and logistics for live events. Proactively handles arising issues and troubleshoots emerging problems in coordination with Assistant Director and planning team on event days. Tracks budgets, assists with billing, and coordinates reimbursements for speakers and other outside consultants and participants. Prepares financial reports and billing for state contracts. Manages speaker and staff travel and reimbursement including sponsor coordination and billing.

Prepares reports and identifies future improvements for events. Develops and coordinates communications and promotions for the event. Works with team, within specific time frames, to set up collection of evaluation data and analysis of that data. Maintains records, files, statistics, and databases relating to conferences and events. Attends event-related marketing and networking events and represents the Office of Professional Development and the School of Social Work.

Provides support to the Assistant Director and Director of the Office of Professional Development. Carries out special projects and other duties as assigned.

• Bachelor’s Degree in a field related to the work to be performed.
• Experience coordinating or administering programs and/or events.
• Demonstrated ability to effectively manage multiple projects.
• Experience with customer service, and strong ability to communicate effectively and professionally, both orally and in writing.
• Relevant education and experience may be substituted as appropriate.

• Five years of clerical experience, including two years of experience as an events coordinator.
• Familiarity with Adobe Creative Cloud.
• Experience in developing and proofreading marketing materials for events.
• Demonstrated ability to work as part of a team, strong organizational, time management and project management skills.
• Detail oriented.
• Applicants should have strong technical, organizational, and data management skills, and the ability to work with departments across campus, including those central to university operations (i.e. contracts, purchasing, and accounting).
• Candidates must also have the ability to work effectively with faculty, staff and students, as well as prospective students, alumni and professional social workers in the field.

Salary Range $50,000+ (depending on qualifications)

Working Conditions Standard office environment and conditions with the option of a flexible work arrangement at the discretion of the supervisor. Some travel may be required. Extended work hours may be required.

Regular staff who have been employed in their current position for the last…