Job Overview
Employment Type
Full-time
Compensation
Type:
Salary
Rate:
Range $35,490.00 - $66,104.00
Work Schedule
Standard Hours
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
hybrid work schedule
Professional development opportunities
Paid holidays
Job Description
The Special Events Coordinator position is offered by a prominent university known for its commitment to academic excellence and vibrant campus life. Situated within the University Administration department, this role is based at the Mount Washington Campus, a dynamic location that hosts numerous events, meetings, seminars, and conferences throughout the year. This university values high standards in educational support services and promotes collaboration across departments to ensure seamless event execution. The Special Events team plays a crucial role in enhancing campus engagement by managing diverse events that range from small meetings to large-scale commencements and conferences. Their work impacts faculty,... Show More
Job Requirements
- High school diploma or graduation equivalent
- Three years of related experience in coordinating events in higher education or a comparable setting
- Must be at least 21 years of age due to alcohol service at some events
- Additional education may substitute for required experience and vice versa according to the university equivalency formula
Job Qualifications
- High school diploma or graduation equivalent
- Three years of related experience in event coordination preferably in higher education or comparable settings
- Experience with event management software such as 25Live or College Net
- Proficiency in Microsoft Office Suite including Excel, PowerPoint, Publisher, and Word
- Familiarity with Zoom Meetings and Zoom Webinar
- Administrative experience in higher education preferred
- Experience with Eventbrite, Social Tables, and Bananatag preferred
- Strong organizational and communication skills
- Ability to manage multiple events and tasks simultaneously
- Customer service oriented
Job Duties
- Provide direct support and coordination for meetings, seminars, conferences, retreats, events, and activities
- Ensure proper implementation of policies and procedures
- Collaborate with operations staff to ensure the integrity of the facility and safety of attendees
- Submit organizer needs including room setup and AV requirements
- Collaborate with event organizers to manage logistics with vendors including catering orders and event rentals
- Coordinate with Facilities staff for HVAC and housekeeping requests outside business hours
- Maintain preferred vendor lists
- Submit Loading Dock Requests and guest lists to Security
- Provide event signage, crowd control, recycling and trash bins as per guidelines
- Coordinate with Information Technology to schedule technical needs
- Create and share custom room layouts using event planning software
- Enter room reservations and AV setup details in scheduling systems
- Oversee event run-of-show documents and track attendance
- Manage virtual and hybrid event reservations and platform operations
- Consult with event hosts on virtual event design
- Train event hosts on virtual event platforms
- Conduct facility and event space tours
- Manage department email account and generate reports and invoices
- Assist leadership with special projects
- Manage attendance and registration for university commencements including regalia and signage
- Oversee commencement email inbox and responses
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Job Qualifications
Experience
Mid Level (3-7 years)
Job Location
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