Events Planner

Events are an integrated marketing strategy for COH, and the Events Planner will work with a dynamic team of individuals responsible for designing, scheduling, and coordinating events such as the annual Tucson Humanities Festival, college convocation ceremonies, homecoming celebrations, and other large-scale outreach, recruitment, and engagement experiences in the college.

The Events Planner will work closely with the College Dean, Marketing and Alumni Relations team, the Development Team, and departments in COH to schedule and coordinate various student, faculty, alumni, and community-related events. In addition, this position will support college-wide events in coordination with academic departments and centers across the college.

This position will report directly to the Alumni & Donor Relations Manager.

This position requires walking on campus and physical ability to assist with set-up and breakdown and working during events that may occur during evening and/or weekend hours.

Visa sponsorship is not available for this position.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

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Duties & Responsibilities

• Oversee all aspects of annual, scheduled events and other special events from conception through follow-up.
• Coordinate with internal and external constituents to plan, organize, schedule, and execute event details related to location scouting and booking, registration, catering, entertainment, technology, equipment, staffing, and other relevant activities, following all University of Arizona and COH policies and procedures related to contracts, alcohol permits, etc.
• Maintain calendars and communication to ensure all aspects of events are scheduled sufficiently in advance and all participants are aware of tasks and timelines. This includes coordinating with other staff responsible for various events in the college to ensure collaboration and increased communication across departments and units.
• Provide logistical support for all special events, including assisting with set-up and breakdown as needed.
• Operate A/V technology equipment effectively to support events.
• Provide essential services to students, faculty, staff and administrators, while also representing the college with the highest level of professionalism.
• Deliver exceptional customer service and logistical support for all special events.
• Display initiative and creative problem-solving to ensure events are handled professionally and efficiently.
• Cross-train with Marketing and Alumni Relations staff to provide backup for critical tasks.
• Coordinate volunteers for larger events such as Commencement and work closely with the Director of Recruitment to oversee student ambassadors at events.
• Maintain contact with personnel from the various outside organizations and university departments associated with scheduled events.

Knowledge, Skills, and Abilities

• Ability to maintain calendars.
• Ability to communicate professionally with internal and external stakeholders to ensure all aspects of events are scheduled sufficiently in advance, and all participants are aware of tasks and timelines.
• Ability
  to maintain strict confidentiality for VIP events.
• Ability to operate A/V technology.
• Ability to take initiative.
• Creative problem-solving to ensure events are handled professionally and efficiently.
• Ability to coordinate volunteers for large events.
• Ability to work with a cross-functional team.

Physical Requirements and Environmental Demands

• Lifting: Employees are frequently required to lift, move, carry, and transport materials and equipment associated with event setup and breakdown.
• Outdoor Environment: Employees occasionally work outdoors and may not be protected from weather conditions (i.e. student recruitment event on campus mall.)

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

Minimum Qualifications

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of three (3) years of relevant work experience, or equivalent combination of education and work experience.
• Must have a valid driver's license and ability to drive according to the University Fleet Safety Policy.

FLSA: Non-Exempt

Full Time/Part Time: Full Time

Number of Hours Worked per Week: 40

Job FTE: 1.0

Work Calendar: Fiscal

Job Category: University Operations

Benefits Eligible: Yes - Full Benefits

Rate of Pay: $25.50 - $31.88

Compensation Type: hourly rate

Grade

7

Compensation Guidance

The Rate of Pay Field represents the University of Arizona's good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity.

The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.

Career Stream and Level

PC2

Job Family

Conference & Events

Job Function

University Operations

Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Number of Vacancies: 1

Contact Information for Candidates

Jenna Finfrock Manager, Alumni and Donor Relations jfinfrock@arizona.edu

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter

Special Instructions to Applicant

Please provide contact information for 3 professional references in your resume. No references will be contacted without the candidate's prior authorization.

Notice of Availability of the Annual Security and Fire Safety Report

In compliance with the Jeanne Clery Campus Safety Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University's campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.
Paper copies of the Reports can be obtained by contacting the University Compliance Office at cleryact@arizona.edu.