"Experiences Coordinator"

Job Description

The events/conference coordinator is responsible for assisting in planning, development, and implementation of all assigned events by the Division of Marketing and Communications. Coordinates logistics for high visibility events such as commencement, dinners, luncheons, receptions, dedications, groundbreaking ceremonies, conferences and other university events.

Event Logistics:

• Coordinates all logistics for assigned high profile, high visibility events at both the college and University level.
• Creates proposed budgets for events; proposes revisions to reduce costs and maximize efficiency.
• Creates event overview materials for events, including Presidential level.
• Monitors all event communication and inquiries for assigned event.
• Serves as liaison with Facilities Management, Campus Safety, OU Catering, and other vendors
• Accountable for all guest lists, invitation creation, RSVPs and tracking of all data and production of reports.
• Present at each assigned event to coordinate on site activity and ensure a smooth and successful event.

Communication:

• Work with University Experiences team to ensure all event projects are in alignment with the overall mission of the University, the centralization of Marcomm, and serve to promote OUs excellence to the world at large.
• Use email marketing platform to design, schedule, and send electronic invitations and newsletters.
• Effectively communicates with the central MarComm team to design event related graphics.

Building/Maintaining Relationships

• Foster relationships with key stakeholders, both internal and external to develop sustaining partnerships for events.
• Conduct event kickoff meetings and maintain constant proactive consideration for clients' needs.
• Keep client survey feedback for events and interactions to enhance performance for future interactions.

Job Requirements

Required Education: Bachelor's degree AND: 24 months experience in event planning and coordination, outreach or public relations.

Equivalency/Substitution: Will accept 48 months of related experience in lieu of the Bachelor's degree for a total of 72 months experience.

Skills:

• Ability to communicate well and build rapport quickly with students, faculty and staff
• Detail oriented for accuracy of data and information
• Proficient in Microsoft Office (Word, Outlook, Excel, and PowerPoint)
• Ability to supervise staff and communicate directions and expectations effectively
• Highly organized and ability to handle multiple projects and deadlines

Certifications:

• Valid Oklahoma Driver's License in order to drive University vehicles or ability to obtain within 30 days of hire date.

Advertised Working Conditions:

• Physical: Ability to engage in repetitive motion and communicate effectively.
• Environmental: Standard office environment. Flexibility and ability to manage priorities and conflicting time demands. Frequent exposure to pressure caused by deadlines and busy periods. Requires contact with other departments and university officials. May be required to travel.

Department Preferences: Ability to work extended hours, included nights and weekends as needed.

Why You Belong at the University of Oklahoma: The University of Oklahoma values our community's unique talents, perspectives, and experiences. At OU, we aspire to harness our innovation, creativity, and collaboration for the advancement of people everywhere. You Belong Here!

Equal Employment Opportunity Statement: The University, in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of race, color, national origin, sex, sexual orientation, marital status, genetic information, gender identity/expression (consistent with applicable law), age (40 or older), religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes but is not limited to admissions, employment, housing, financial aid, and educational services.