Event Specialist
Wayne State University is searching for an experienced
Event
Specialist at its Detroit campus location.
Wayne State is a premier, public, urban research university located
in the heart of Detroit, Michigan where students from all
backgrounds are offered a rich, high-quality education. Our
deep-rooted commitment to excellence, collaboration, integrity,
diversity and inclusion creates exceptional educational
opportunities which prepare students for success in a global
society.
Essential functions (job duties):
Job Purpose
Responsible for planning, organizing, and coordinating Development
and Alumni Affairs events, presidential and institutional Events,
and other university and non-university events as assigned by the
Events Manager or Senior Director of Special Events. Responsible
for customer service, budget and contract development, planning,
execution, billing, and audit processes for assigned events.
Provide on-site coordination and supervision of all aspects of
event production where required. Supervise support staff and
temporary event staff, as required on an event basis. This position
reports to the Senior Director, Special Events.
Essential Functions
- Work collaboratively with clients to plan, organize, and
implement events on and off-campus that promote the goals, values
and mission of Wayne State University and support the solicitation
and cultivation of donors. Work collaboratively with the Office of
the President to plan, develop, coordinate, and implement events
for assigned Presidential and Institutional events and
activities.
Ensure event client compliance with contract and budgetary
requirements. Develop event plans, schedule and track timelines,
milestones, and deliverables; estimate resources, manage changes in
event scope. Draft and submit budget proposals and recommend
subsequent budget changes where necessary. Act as liaison with
stakeholders. Effectively communicate and manage expectations with
team members and stakeholders; identify and resolve issues and
conflicts, as necessary. Develop and deliver progress reports,
proposals, requirement documentation, and presentations. Provide
onsite coordination and event management of events. Monitor
compliance of all events with contract and budgetary
requirements.
Routinely interact with event clients to determine the highest
priorities. Tailor products and services to meet the needs of the
client. Network effectively with a wide array of campus service
providers and off campus vendors to ensure that venues, programs,
and services are provided in a competitive, competent, and
efficient manner. Arrange for client site visits and coordinate on
and off-campus services and venue staff as needed.
Ensure products and services from campus departments and off
campus vendors are secured and accurately documented. Create and
update documentation, including log sheets, financial reviews,
production schedules, cost summaries and event budgets on a regular
basis.
Provide office assistance tin receiving telephone calls and
other inquiries. Assist with development of departmental strategic
plans, customer surveys, action plans and performance metrics.
Perform other related duties as assigned.
Qualifications:
Education Bachelor's degree
- Bachelor’s from an accredited college or university with a
degree in marketing, hospitality, business administration or
related field or equivalent combination of education and
experience.
Experience Experienced (minimum 2 years of job-related
experience)
- Minimum of two years’ experience planning multifaceted events
required, including experience supervising installation and strike
of event equipment and structures, including tables, chairs,
tenting, staging, and audio-visual equipment. First-hand experience
creating event estimates and budgets, experience working with event
equipment vendors and service providers, and on-site event
operation coordination. Demonstrated working knowledge of events
and event management principles.
- Valid Michigan Driver's License.
- Experience in a university or corporate environment is
preferred.
KNOWLEDGE, SKILLS, AND ABILITIES
- Analytical and Presentation Skills: Ability to evaluate,
interpret, and present complex information effectivelyin
professionally prepared documents or presentations. Must possess a
demonstrated attention to detail in order to achieve a high degree
of accuracy.
- Collaboration: Exhibits a willingness to partner with units
across the university with integrity and high character to reach
unified goals. Possesses the ability to navigate difficult
situations with grace and understanding.
- Communications Skills: Ability to communicate clearly,
concisely and professionally both orally and in writing. Strong
interpersonal skills are a must.
- Learning Agility: Independent and innovative self-starter who
displays an ability to learn quickly and easily adapts to changing
situations. Experience researching topics to gain knowledge and
understanding when information gaps exist.
- Planning and Organization: Ability to manage several projects
simultaneously, prioritize and plan work activities while meeting
respective deadlines. Strong organizational and time-management
skills required. Maturity, sound judgment and ability to handle
multiple tasks simultaneously in a deadline-oriented
environment.
- Teamwork: Ability to collaborate effectively with colleagues
within the division and other units to gain full understanding of
the project and desired outcome; ability to produce high quality
and consistent results with assistance of team members; provide
support to teammates when tackling complex projects.
- Technical Skills: Proficient in the use of complex
administrative systems software, preferably in the higher education
environment. Proficient with Microsoft Office suite, especially
Word, Excel and Teams. Ability to understand and translate complex
concepts into lay terms.
School/College/Division:
H72 - WDET
Primary department:
H8703 - WDET (H8703)
Employment type:
- Regular Employee
- Job type: Full Time
- Job category: Staff/Administrative
Funding/salary information:
- Compensation type: Annual Salary
- Hourly rate:
- Salary minimum: $49,700
- Salary hire maximum: $66,250
Working conditions:
- Normal office environment. - Adhere to confidentiality and data
usage policy for the division. - Able to travel and manage events
outside the local area and possibly out-of-state. Will need to work
evenings and weekends to manage events. Ability to work a flexible
schedule, including early mornings, late evenings, and weekends,
and to be available to work on short notice if required.
Job openings:
- Number of openings: 1
- Reposted position: No
- Reposted reason: None (New Requisition)
- Prior posting/requisition number:
Background check requirements:
University policy requires certain persons who are offered
employment to undergo a background check, including a criminal
history check, before starting work. If you are offered employment,
the university will inform you if a background check is
required.
