Job description
University Events is seeking an Event Coordinator. This is a full-time (1.0
FTE
), 12-month, professional faculty position.
The event coordinator for University Events plans and executes approximately 50 events a year, as well as representing the department in the management of special projects. The coordinator is responsible for providing continued progress on multiple projects and events at any given time. This position reports to the Director for University Events and works with colleagues in University Relations and Marketing, as well as partners in the President’s Office, Provost’s Office, Deans’ offices, with department heads and local service vendors.
Summary of Benefits: https://hr.oregonstate.edu/benefits/prospective-employee
The event coordinator for University Events plans and executes approximately 50 events a year, as well as representing the department in the management of special projects. The coordinator is responsible for providing continued progress on multiple projects and events at any given time. This position reports to the Director for University Events and works with colleagues in University Relations and Marketing, as well as partners in the President’s Office, Provost’s Office, Deans’ offices, with department heads and local service vendors.
Summary of Benefits: https://hr.oregonstate.edu/benefits/prospective-employee
To calculate our
Total Rewards Package use this link:
https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator
Position Duties
55% –
EVENT
MANAGEMENT
Responsible for successfully providing coordination and planning for assigned events held by the university, and in doing so, achieve event goals associated with messaging, theme, quality, budget, audience and other strategic and relevant event outcomes associated with the University’s strategic marketing, communications and engagement plan. Develops event plan and coordinates steps to ensure participation by appropriate interested individuals and groups. Builds consensus and best practices for events. Seeks input and makes decisions accordingly. Represents University Events, the President’s Office, University Relations and Marketing and Oregon State University at events and in special projects as assigned. Works with colleges and departments across the university including the Provost’s office, Registrar’s office, Community Engagement and Leadership, College of Science, College of Engineering, etc. Serves as a consultant for other departments, colleges, and at times students, on their events for best practices. Attends meetings. Reviews event, scope of project, and determines needs such as: staff, vendors, duties, training, administrative actions, etc. Schedules personnel as appropriate.
Identifies potential difficulties pre- and post-event and determines best course of action to eliminate pitfalls and complications. Moderates conversations and negotiations related to the event being planned, and builds consensus among participants. Responsible for creating invitation lists, deciding menus and locations. Reviews event history (if applicable) and makes changes accordingly. Maintains contact with all necessary vendors and staff, as well as keeps event committee informed and updated on progress via meetings, e-mail and phone. Provides consulting for best practices to vendors and other department staff.
Creates draft scripts for university leadership to be used at UE produced events. Responsible for keeping speakers on task and on time during events. Creates draft letters and certificates; send/distribute once drafts are approved. Instructs on graphics needed for invitations, web pages, presentations, and publicity. Modifies event plan and coordinates changes throughout the event coordination and planning process, and during actual events. Receives status updates from all associated parties and distributes information to committees. Supervises event to make sure tasks are completed on time and on budget. These duties may require driving to other sites.
25% –
ADVANCED
PROJECT
MANAGEMENT
Lead contact for the OSU Retirement Association (OSURA) and the OSU Food Drive.
10% –
OFFICE
COORDINATION
Responsible for developing office templates, updating templates, website maintenance; database management, keeping office manual up-to-date. Some graphic design may be required. Event planner is responsible for design elements including lighting, linens, centerpieces, catering, all associated vendors, event transitions, room layout and guest flow throughout the physical environment during an event. Responsible for creating the overall look of an event. Responsible for making sure designs follow Oregon State University design standards Oregon State Responsible for creating and ensuring compatibility of electronic invitations.
10%
ADDITIONAL
OFFICE
SUPPORT
Manages billing and day-to-day accounting; requests and allocates vendor payments, reimbursements, tracks event budgets. Sends invitations and accept responses as needed; Prepares event documents for printing and next steps; Manages system for tracking event replies. Provides input and innovation for electronic invitation protocol/system
Minimum/Required Qualifications
- Bachelor’s degree in Business, Marketing, Hospitality, or related field OR four years of experience in successful professional event management, coordination and planning, or related service industry
- Experience managing projects as the sole decision maker.
- Minimum of two years office/front desk/customer service experience
- Ability and demonstrable skill to use technology (Microsoft Office Suite products, smart phone).
- Ability to work professionally with leadership.
- Practices and participates in a culture of continued learning, collaboration and respect, including active engagement in learning and practicing principles of social justice and inclusion.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per
OSU
Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement.
This position requires driving a university vehicle or a personal vehicle on behalf of the university; therefore, the incumbent must successfully complete a motor vehicle history check, possess and maintain a current, valid driver’s license in their state of residence, be determined to be position qualified and self-report convictions as per University Policy 05-030 et seq. Offers of employment are contingent upon meeting all minimum qualifications including the motor vehicle check requirement.
Preferred (Special) Qualifications
- Understanding of protocol in an event environment.
- Understanding and ability to conceptualize and implement design elements.
- Experience with Zoom and managing webinars and/or hybrid events.
- Familiarity with the higher education environment
- Experience editing webpages; experience with InDesign, or other related graphic design programs.
- Experience with budgets, billing or accounts.
- A demonstrable commitment to promoting and enhancing diversity
- Must be able to qualify to drive a Motor Pool vehicle. May be asked to drive a 12-passenger van.
- Must be able to lift and/or carry 40 lbs. of events and conference supplies and materials. Must be able to push/pull carts containing events and conference supplies and materials up to 40 lbs.
- Must be able to work long days (in excess of 10 hours) when required.
- Evening and weekend work required.
Posting Detail Information
Posting Number
P06264UF
Number of Vacancies
1
Anticipated Appointment Begin Date
02/15/2023
Anticipated Appointment End Date
Posting Date
11/28/2022
Full Consideration Date
Closing Date
01/02/2023
Indicate how you intend to recruit for this search
Competitive / External - open to ALL qualified applicants
Special Instructions to Applicants
When applying you will be required to attach the following electronic documents:
1) A resume/CV; and
2) A cover letter indicating how your qualifications and experience have prepared you for this position.
You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.
The anticipated starting salary will be $44,496-$75,516.
For additional information please contact: Shelly Signs, events@oregonstate.edu, 541-737-4717
OSU is committed to the health of our local and global community. All employees and students are required to comply with the university’s COVID-19 Vaccination Program. Please visit https://covid.oregonstate.edu/ for additional information about OSU’s plans for safety and success, as well as options for compliance with the vaccination program.
OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.
OSU will conduct a review of the National Sex Offender Public website prior to hire.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement.
This position requires driving a university vehicle or a personal vehicle on behalf of the university; therefore, the incumbent must successfully complete a motor vehicle history check, possess and maintain a current, valid driver’s license in their state of residence, be determined to be position qualified and self-report convictions as per University Policy 05-030 et seq. Offers of employment are contingent upon meeting all minimum qualifications including the motor vehicle check requirement.
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