"Events Specialist and Project Coordinator - Office of the Dean of Arts & Sciences"

Position Summary

The Office of the Dean of Arts & Sciences seeks a motivated individual with excellent communication and organizational skills and event planning experience who enjoys working in a dynamic and collaborative environment. The Events Specialist and Project Coordinator role, which reports to the Manager of Dean’s Office Operations, is part of the Dean’s administrative team that supports critical operations of the office.

This position will coordinate, plan, and manage all Dean’s Office events, ranging from small meetings to large, high-profile events of up to 200 people. The Events Specialist and Project Coordinator will lead the event planning process, working with members of the Dean’s Office to select dates, set event objectives, and develop communication strategy for events. This role will work closely with vendors and partners both on campus and off.

In addition, the Events Specialist and Project Coordinator will provide administrative and project support to the Dean’s Office as needed, working with the administrative support team. This includes, but is not limited to, scheduling meetings, assisting with ad hoc projects, office administration, and greeting visitors to the suite.

The successful candidate for this position will bring event planning experience, excellent relationship-building and organizational skills, and strong oral and written communication.

Job Description

Primary Duties & Responsibilities:

Event Planning and Management

• Coordinate and manage all aspects of events for the Dean’s Office.
• Oversee all logistics: space needs, reservations, applicable safety precautions, parking, vendor management, food, florals, etc.
• Build relationships with university partners across schools and departments, and with external vendors and attendees.
• Adhere to established budget, track expenses, and ensure that invoices are submitted on time.
• Independently facilitate planning meetings with committees, developing agendas and supporting documents.
• Collaborate with A&S Marketing and Communications to develop communication strategy for events. Assist in the publication and promotion of events, including developing email invitations, and flyers.
• Track metrics for each event, including RSVPs and attendance. After events, review and analyze the planning process and event, using surveys and debriefings to determine successes and future improvements.
• Perform other duties as assigned.

A&S Dean’s Office Administrative and Project Support

• Provide administrative support for various projects, including, but not limited to, scheduling, faculty workshops, and meetings.
• Work with senior leadership to schedule and organize project meetings.
• Triage incoming requests for senior leadership in the Dean’s office by gathering facts, researching issues, making proactive inquiries, etc., to provide context and knowledge when responding.
• Schedule diverse and complex appointments, meetings, itineraries, and travel arrangements.
• Compose, edit, and proofread a variety of materials.
• Compile data and information in appropriate formats.
• Perform other duties as assigned.

Working Conditions:

Job Location/Working Conditions
This role will require working occasional evenings as needed for events.

Physical Effort
Ability to travel to on- and off-campus locations as required.

Required Qualifications

Education:
Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

Work Experience:
Event And/Or Meeting Planning (2 Years)

Preferred Qualifications

• Bachelor’s degree.
• Experience working in a higher education setting.
• Administrative support experience.

Skills:
Adaptability, Budget Control, Complex Systems, Deadline Management, Detail-Oriented, Guest Service, Interpersonal Communication, Microsoft Office, Multitasking, Optimistic Attitude, Oral Communications, Organizing, Proactive Behavior, Results-Oriented, Self Motivation, Stress Management, Teamwork, Workload Prioritization, Written Communication

Salary Range

$23.37 - $36.19 / Hourly

Scheduled Hours
37.5

Grade
G09-H

Applicant Special Instructions:
Please submit a cover letter with your application.