Event and Communication Coordinator
A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.
This position will primarily provide event planning and graphic design support to the departments of Asian Languages & Cultures, Middle East Studies, Romance Languages & Literatures, and Women and Gender Studies with minimal support to the Humanities Collaboratory as needed. This position will be part of a team that supports the previously named units which are located in the Modern Languages Building (MLB), Lane Hall, and South Thayer Building (STB). This position will be responsible for supervising and mentoring one to two work-study students. The position will report to three Chief Administrators. Occasional weekend and evening work may be required in support of events.
* During the academic year, percentages may vary depending on departmental needs.*
Event Planning and Support - 60%
- Organize and coordinate in-person and virtual event logistics for departmental receptions, seminars, colloquia, and lectures, including, but not limited to, catering, venues, audio/visual and IT needs, Zoom set up, travel, and honorarium payments. Utilize internal tracking mechanisms in order to ensure all team members are aware of the status of events. Provide in-person coverage for events as needed. Communicate with organizers and invited guests regarding event logistics and travel (including flights, ground transportation, lodging).
- Create and send detailed itineraries for all guests coming to campus in collaboration with faculty and staff organizers.
- Set up events and break-down of events to reset spaces.
- Communicate clearly and consistently with faculty and staff organizers, ensuring organizers are aware of and understand the arrangements for events. Consult with CA as issues arise and develop a communication plan with faculty organizers.
- Develop budgets in collaboration with CA/faculty organizers, request shortcodes and track event expenses, and maintain budget spreadsheets.
- Ensure pictures are taken at departmental events for historical purposes and used in newsletters or websites.
Communications - 25%
- Collaborate with staff and faculty in the units to pursue and produce content for the websites, newsletter, and social media platforms (including Instagram, Twitter and Facebook). This includes new hire announcements, interviews of faculty and graduate students, maintenance of faculty research profiles, announcing faculty publications, and reporting on grants or awards received by faculty.
- Develop and support social media strategy through strategic messaging and creative solutions to increase engagement with undergraduate and graduate students, faculty and the broader community/public.
- Strategically evaluate unit websites to ensure it is reaching its intended audiences through the content and layout of the site. Make recommendations for and/or implement updates and changes based on strategic analysis and determined course of action.
- Proactively enhance/update websites regularly, identifying and implementing ways to improve its layout and enhance the content for reach and accessibility.
- Analyze social media metrics on a quarterly basis. Make recommendations for new strategies based on analysis. Provide analysis of the growth and impact of social media presence.
- Lead event promotion, drive marketing efforts, and steward donor relationships through strategic communications and outreach.
Graphic Design - 15%
- Partner with event sponsors (primarily faculty) to design posters, flyers, digital signage, event programs, itineraries, screen printing graphics, and other required materials in support of events organized and sponsored by the units supported by the MLB Thayer Events and Communication Team.
- Layout departmental newsletters in collaboration with faculty, staff, and unit administrators; Coordinate printing and mailing.
- Coordinate printing of all designed materials, ensure the quality of final products, and pass to departmental staff for final distribution.
- Develop relationships with faculty, graduate students, and staff in order to develop and enhance the content of publicity materials by understanding the Departments? audiences.
- Serve as an active participant in publicity planning.
**Other related duties as assigned.**
Required Qualifications
- Bachelor's degree in Communication or a closely related field
- 2-4 years of experience organizing and coordinating events
- Experience using graphic design software and digital products for business/educational purposes
- Knowledge of best practices for creative designs to enhance the work and missions of partner departments
- Experience with Zoom, Google, and Microsoft Office suites of products.
- Experience with website maintenance
- Experience using social media for community building and event promotion
- Self-starter able to work with limited direction
- Extremely high attention to detail
- The ability to work in a fast-paced and dynamic environment with multiple and, sometimes, conflicting priorities
- Demonstrated ability to work as a member of a team, fostering positive relationships and communication
- High level of oral and written communication skills with previous experience editing and proofreading copy for public dissemination
- The person in this position frequently communicates with individuals for whom English is not their first language; he or she must be able to exchange accurate information in these situations.
- Proven ability and willingness to work with a variety of populations
- Ability to navigate the complex scenarios that often arise when working for multiple units and supervisors.
- The person in this position must have the ability to move across campus easily, moving a cart of equipment, food, or other items needed for setting up an event. The ability to move a cart weighing up to 50 pounds is required, as well as the ability to move 10-15 pounds of such items if needed. The chosen candidate must have the ability to physically set up and tear down for events, including moving and arranging tables, chairs, and mobile equipment. This position requires the ability to move materials weighing up to 25 pounds to a height of 3-4 feet and set them on tables, carts, or other surfaces.
Preferred Qualifications
- Two or more years experience working in a higher education setting.
- Two or more years of experience planning events in a higher education or corporate setting.
- Formal training in graphic design with experience in the Adobe suite of products
- Experience using various forms of social media such as Instagram, Facebook, and LinkedIn, along with content distribution platforms such as Sprout Social, MailChimp
- Experience using AEM to support website design and management
The full-time salary range for this position is $44,000 to $55,000; please note a higher salary may be offered based on equity and the selected candidate?s experience.
Short-listed candidates will be asked to provide samples of their work as part of the application process.
This position may allow up to one remote day per week.
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