University Events Specialist I

Job Description

Overview

The Office of Special Events is accepting applications for the position of University Events Specialist I. This position assists in delivering exceptional experiences for distinguished guests, donors, alumni, and other key stakeholders. The Specialist contributes to event preparation, logistics, and on-site execution, ensuring each program reflects the University's standards of excellence. Under the guidance of senior staff, the Specialist collaborates across campus partners and vendors to achieve event goals in a professional, organized, and detail-oriented manner. This role requires strong communication, organization, and problem-solving skills, as well as the flexibility to work evenings and weekends in support of high-profile University events.

This role requires strong communication, organizational, and problem-solving skills, along with flexibility to work evenings and weekends in support of major University programs.

Responsibilities

• Assists and administers special events, projects, and programs for the Office of Special Events. Collaborates with University colleagues to execute the development, planning, and support of events and experiences to meet Auburn University’s strategic goals. Supports and ensures special projects and programs are implemented and operating within specifications.
• Assists with planning and organizing events, including activities such as selecting speakers, negotiating contractual obligations for resources, set-up, and logistical considerations. Leads and supports the execution of events, including, but not limited to, reunions, tailgates, awards ceremonies, professional development training, board of directors' meetings, and other internal and external experiences.
• Responsible for monitoring expenditures and adherence to budgets for programs and services. Responsible for transaction reconciliation, reimbursement accuracy, budget status reporting, and in-house budget training. Completes daily operational duties for programs or events to include coordination and organization of activities, meetings, and events, including coordinating the speakers and vendors, reservation of venues, and budget monitoring.
• Monitors and manages event RSVPs and attendance lists, ensuring all guest responses are accurately tracked and entered into the appropriate systems. Provides regular updates to event leadership and planning teams to inform strategic decisions related to event logistics, guest experience, and engagement opportunities. Exercises sound judgment and discretion when handling sensitive and confidential information related to donors, students, volunteers, and university officials.
• Completes daily operational duties for events to include coordination and organization of set-up, vendors, deliveries, breakdown, etc., ensuring the event operates without disruption.
• Maintains and strengthens beneficial relationships and identifies opportunities for meaningful collaboration within and across the university. Serves as primary contact and subject matter expert for the person or organization they represent.
• Leads, trains and oversees the work of student employees in the setup and implementation of events, ensuring timely setup and takedown to support operational efficiency
• Provides protocol consulting services for university colleagues as requested.

Qualifications

• Bachelor's degree- no specific discipline.
• 2 years of experience in event or program, coordination or management.

Desired Qualifications:

• Experience in a complex organization preferred.

Contract Type

Continuing

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• Life-Changing Impact: Our work changes lives through research, instruction, and outreach, making a lasting impact on our students, our communities, and the world.
• Culture of Excellence: We are committed to leveraging our strengths, resources, collaboration, and innovation as a top employer in higher education.
• We’re Here for You: Auburn offers generous benefits, educational opportunities, and a culture of support and work/life balance.
• Sweet Home Alabama: The Auburn/Opelika area offers southern charm, vibrant downtown scenes, top-ranked schools, and easy access to Atlanta, Birmingham, and the Gulf of Mexico beaches.
• A Place for Everyone: Auburn is committed to fostering an environment where all faculty, staff, and students are welcomed, valued, respected, and engaged.
• Ready to lead and shape the future of higher education? Apply today! War Eagle!

Equal Opportunity Compliance Statement

It is our policy to provide equal employment and education opportunities for all individuals without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, age, disability, protected veteran status, genetic information, or any other classification protected by applicable law. Please visit the Office of Equal Opportunity Compliance's website to learn more.