"University Events Specialist II/III"

University Events Specialist II/III

Company: Auburn University

Job Location: Auburn University, 36849-5207

Category: Conference and Events Administration

Type: Full-Time

Requisition Number: S4936P

Home Org Name: Special Events

Division Name: Office of the President

Job Class Code: OC66, OC67

Appointment Status: Full-time

Limited Term: No

Job Summary

The Office of Special Events is accepting applications for the position of University Events Specialist. The University Events Specialist plays a key role in planning and executing high-profile events hosted by the President of Auburn University and the Board of Trustees. As part of the Office of Special Events, this position ensures exceptional experiences for distinguished guests, donors, alumni, and other stakeholders.

Responsibilities include supporting event preparation, managing logistics, and assisting with on-site execution to uphold the University's standards of excellence. Working under the guidance of senior staff, the Specialist collaborates with campus partners and external vendors to deliver well-organized, detail-oriented 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.

Essential Functions

Level II

• Develops 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.
• Develops plans and organizes events, including activities such as selecting speakers, negotiating contractual obligations for resources, setup, 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.
• Applies sound judgment and critical thinking to navigate shifting priorities, tight timelines, and after-hours event demands.
• Supervises the daily operation of the university event center by ensuring all spaces are maintained at the highest level of cleanliness. Performs regularly scheduled site inspections to assess the facility's overall cleaning and maintenance needs. Partners with appropriate stakeholders to initiate repairs and maintenance.
• Oversees a comprehensive inventory of equipment, guaranteeing proper management and maintenance of all event assets. Ensures all equipment is in pristine, event-ready condition by implementing regular inspections, cleanings, and repairs.
• Maintains detailed inventory reports and performs regular audits to track usage and identify loss to prevent disruptions and maintain a high standard of service throughout the year.
• Prepares and manages contracts with external event vendors ensuring accuracy of orders and deliveries.

Level III

• Develops and leads 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.
• Develops plans and organizes events, including activities such as selecting speakers, negotiating contractual obligations for resources, setup, 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.
• Creates and provides high-level briefings of events to the Auburn University President, First Lady, and other key stakeholders to ensure information and updates are communicated accordingly.
• 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.
• Applies sound judgment and critical thinking to navigate shifting priorities, tight timelines, and after-hours event demands.
• Supervises the daily operation of the university event center by ensuring all spaces are maintained at the highest level of cleanliness. Performs regularly scheduled site inspections to assess the facility's overall cleaning and maintenance needs. Partners with appropriate stakeholders to initiate repairs and maintenance.
• Oversees a comprehensive inventory of equipment, guaranteeing proper management and maintenance of all event assets. Ensures all equipment is in pristine, event-ready condition by implementing regular inspections, cleanings, and repairs.
• Maintains detailed inventory reports and performs regular audits to track usage and identify loss to prevent disruptions and maintain a high standard of service throughout the year.
• Prepares and manages contracts with external event vendors ensuring accuracy of orders and deliveries.

Minimum Qualifications

Bachelor's degree

AND

Level II
4 years of experience in event or program coordination or management

Level III
6 years of experience in event or program coordination or management

Minimum Skills and Abilities

Critical Thinking & Judgment
Ability to make sound decisions under pressure.
Strong problem-solving skills to handle shifting priorities and tight timelines.
Discretion when managing sensitive information.

Organizational & Time Management
Exceptional ability to prioritize tasks and manage multiple projects simultaneously.
Flexibility to adapt to after-hours event demands and last-minute changes.

Facility & Operations Management
Knowledge of facility maintenance standards and ability to conduct inspections.
Understanding of cleaning protocols and repair coordination.

Inventory & Asset Management
Skills in tracking, auditing, and maintaining equipment inventories.
Ability to implement preventive maintenance and ensure event assets are in optimal condition.

Contract & Vendor Management
Competence in preparing, reviewing, and managing vendor contracts.
Negotiation skills to ensure accuracy and timely delivery of goods and services.

Communication & Collaboration
Strong verbal and written communication skills for coordinating with stakeholders.
Ability to build relationships across departments and with external vendors.

Technical & Administrative Skills
Proficiency in event management systems and inventory tracking tools.
Budget monitoring and reporting capabilities.

Desired Qualifications

Experience in a complex organization and supervisor experience preferred.

Salary Range: $53,610 - $98,740

Job Category: Communications/Public Relations/Marketing

City position is located in: Auburn

State position is located: Alabama

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