Event Coordinator - College of Arts and Sciences

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Event Coordinator – College of Arts & Sciences

Arts & Sciences Administration

CAS Support Services

Full-time, Non-Exempt, MR07, Salary DOE&Q

Description:

The College of Arts and Sciences (CAS) is seeking an Event Coordinator to work as a member of the CAS Support Services Team. The Event Coordinator position provides special events management for multiple departments, overseeing all operation and administrative aspects of events. This position provides communications, financial, and project management support for events of specified departments such as Board of Visitors, beginning of year events, end-of-year award ceremonies, student banquets, various endowed public lectures, student recruitment events, etc. Responsibilities will include operations support, budget development, planning for on-site and off-site events, vendor relations, event communications, and ensuring a positive customer experience.

Job

Other Admin Asst/Secr/Clerical

Primary Location

US-Tennessee-knoxville

Organization

Administration-Arts & Sciences

Schedule

Full-time

Campus/Institute

Knoxville

Job Posting

Nov 19, 2024, 8:43:02 AM

Key Areas Of Responsibility:

Event Coordination

• Plans, organizes, and executes events and meetings
• Develops procedures and protocols for events
• Coordinates event logistics, meeting with the faculty host to organize the event and related itineraries, and managing the logistics to include: coordinating finding suitable locations, arranging travel for guests (transportation and lodging), arranging catering/food, audio visual equipment, security, parking, and clean up
• Coordinates pre-event and on-site communication with hosts, participants, staff, administrators, and vendors
• Builds and maintains relationships with key vendors and university partners before, during and after events
• Maintains calendar of events in order to provide effective long-term planning and event management, anticipating competing events and prioritizing planning to ensure each event is successful
• Manages event deadlines, tracks progress, and ensures event stays on track
• Works closely with communications, administration and finance staff to oversee and facilitate event processes
• Supervises, directs and coordinates the activities of personnel and vendors as required to execute all aspects of events
• Works with campus partners on safety and security goals and plans for events
• Performs post-event strategic analysis, including budget recaps and results of participant feedback to assess the success of the event, determining where improvements are needed and adjusting future strategies based on these determinations
  
  

Event Communication Development and Promotion

• Partners with CAS Communications to ensure compliance with University communications-related policies and guidelines, such as UT branding, to develop event promotion plans and resources for CAS Shared Services departments
• Compiles information to send to CAS Communications: abstract, promotional biographies, pictures, event details (time, date, location, etc.); submits project requests to CAS Communications
• Develops communications for departmental events and promotes events on appropriate channels, including all relevant University calendar resources
• Designs and coordinates promotional items with internal and external vendors
• Assists with communications on the day of events, including live streaming, Zoom, etc.
• Communicates with key stakeholders within the college to ensure event success
• Reviews communications strategies for events to determine effectiveness of the communications, using outcomes of this review to determine what communications channels are most effective and determine what adjustments should be made to better utilize communications resources
• Prepares files for printing and managing orders with University Printing and Mail (UPM)
• Photographs events as needed
• Prepares award certificates
• Drafts promotional and information pieces on events for newsletters and websites
• Prepares follow up communication, including thank you notes
  
  

Fiscal Planning and Compliance

• Analyzes and anticipates yearly event budget needs, providing input into the development of the annual budget for event related expenditures
• Develops and manages budgets related to each event
• Coordinates collection of registrations and payments from participants for events requiring registration and payment
• Ensures compliance with fiscal policies related to entertainment, accounts payable, facility usage, etc.
• Ensures proper and timely payments to vendors, including vendor setup and communication regarding payment methods as it relates to timing
• Initiates contracts and ensure that contracts are properly managed and processed per University policy
• Processes honoraria and reimbursements
• Determines appropriate classifications of vendors and individuals in order to ensure applicable payment routes for service-related compensation
• Develops, orders, tracks, and distributes awards associated with various events, including, but not limited to, financial awards, plaques, and other forms of recognition
• Orders supplies and other goods and services needed for events
  
  

Qualifications:

Required

• High School Diploma
• Minimum of three years of work experience in event planning, hospitality, or higher education areas.
  
  

Preferred

• Bachelor’s Degree
• Knowledge of event/project management software.
• Knowledge of Adobe Creative Cloud, Canva, or other similar software.
  
  

Required

Knowledge, Skills, and Abilities (KSAs):

• Event planning skills and experience.
• Demonstrated ability to plan and manage budgets
• Outstanding interpersonal, verbal and written communication skills, with the proven ability to work collaboratively as a team player as well as develop and foster communication and teamwork with a diverse audience.
• Strong customer service skills, attention to detail and time management.
• Ability to produce high quality professional work and to deliver upon commitment.
• Strong project coordination skills with the ability to create comprehensive event timelines from conception through follow-up.
• Excellent problem solving and analytical skills.
• Ability to manage and organize multiple projects.
• Demonstrated proficiency with a variety of software applications, including Microsoft Office and complex financial systems.
• Ability to learn new skills and software, as needed.
  
  

Preferred

• Knowledge of UT policies and procedures.
• Excellent customer service and attention to detail.
• Experience developing, monitoring and managing event budgets.
• Ability to learn new technologies, systems and procedures as needed.
• Ability to work autonomously or effectively in a group.
  
  

Work Schedule:

Requires work attendance at occasional evening and weekend events.

Application Process:

For full consideration, interested individuals should provide a cover letter addressing professional experience relevant to each required minimum qualification, a resume, and complete contact information for three professional references.