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Job Overview
Employment Type
Full-time
Work Schedule
Flexible
Weekend Shifts
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Professional Development
flexible schedule
Employee assistance program
Job Description
The hiring establishment is a university event management department dedicated to planning and executing successful events across the campus, including student organization activities, high school graduations, and summer camps. The department plays a crucial role in ensuring that each event is flawlessly organized, providing a memorable and seamless experience for guests, participants, and staff. This department is staffed by professionals committed to upholding university guidelines, safety protocols, and operational excellence. Known for collaborating closely with various student organizations and internal departments, it ensures each event aligns with the university's standards and vision. The organization strives to provide comprehensive support for... Show More
Job Requirements
- Bachelor's degree
- one year of experience in event planning
- strong organizational skills
- excellent communication skills
- ability to work a flexible schedule including some early mornings, late evenings, occasional holidays and assigned weekends
- ability to multi-task and keep pace with changing workload demands
- ability to foster relationships and work as a team player
- commitment to guest satisfaction and safety protocol
Job Qualifications
- Bachelor's degree
- one year of experience in event planning
- possesses exemplary level of professionalism with strong attention to detail
- strong organizational skills
- excellent communication skills
- ability to work a flexible schedule, including some early mornings, late evenings, occasional holidays and assigned weekends
- ability to multi-task and keep pace with changing workload demands
- ability to foster relationships, work as a team player, and is committed to guest satisfaction and safety protocol
- experience in event planning in a higher education setting
- experience in software programs including 25Live, Social Tables, and Smartsheet
- TIPS alcohol awareness
- crowd management certification
Job Duties
- Host planning meetings with student organizations and internal departments to understand scope of event
- offer creative solutions to both student and internal organizers to meet event expectations
- assist with finalizing event details for reoccurring weekly meetings
- hold organizations accountable to standard guidelines and decision deadlines
- ensure student organizations have budgeted funds to host event based on vision
- craft banquet event orders and diagrams to communicate a clear vision to operations team responsible for setup, technical services, and staffing
- order rental equipment, housekeeping, event staff, and security when applicable
- ensure event logistics are completed and accurately represented on Smart Sheet by weekly deadline
- promptly respond to questions and suggestions made by operations team members
- arrive early to event venue to ensure setup is accurate, all details listed on banquet event order are completed, and event staff briefed on assignment
- follow up with event liaisons before, during, and after key programs to ensure guest satisfaction
- troubleshoot and offer alternative solutions as conflicts arise
- complete billing timely
- adhere to university standards, guidelines, procedures and safety protocol to ensure safe and successful events
- secure housekeeping, student staff, security, and medical personnel for events requiring these services
- make sure required personnel is present at events to ensure program runs smoothly from beginning to end and in a safe manner
- keep immediate supervisor and department director apprised of concerns
- discuss and evaluate concerns with department leadership before corrective actions are set in motion
- host post event meetings with student organizations and departments to discuss what worked and where improvements can be made
- serve as a crowd manager at assigned events enforcing safety protocol as directed
- actively participate on high school graduation planning team
- finalize and implement assigned graduations
- attend high school meet and greet with graduation coordinators to discuss vision, logistics and concerns
- offer solutions and make suggestions to enhance guest experience
- coordinate audio visual needs/changes with technical staff and setup/changes with operations
- day of event, host pre-con meeting with event management team, housekeeping, and security to discuss logistics and assignments
- meet with high school coordinators when they arrive on campus to review logistics and handle any last-minute changes
- assign event staff to assist with placement of graduation programs
- handle all concerns before, during, and immediately after event
- serve as a crowd manager and complete duties as assigned
- participate in department post-event meeting to discuss successes and areas of improvement
- finalize logistics for assigned summer camps including coordinating room rosters, meal service, classrooms, event space, technical services, parking, transportation, and team building activities
- manage event evacuation due to severe weather
- coordinate details with campus building managers to ensure program runs smoothly from beginning to end
- remain available entire time assigned groups are on campus to answer questions and problem solve
- complete billing in a timely manner
- represent department on various campus committees as assigned
- keep supervisor in the loop on committee assignments and achievements
- complete performance goals as assigned
- actively participate on planning committees
- keep supervisor up to date with progress and completion of goals
- perform all related duties incidental to the work described herein
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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