Event Services Specialist

Indiana University Bloomington; Bloomington (IN); On-site; USD 56,000 - 66,000; Full time

Benefits offered by this job

Health insurance

Tuition subsidy for employees and/or a

Job summary

Indiana University Bloomington's Paul H. O’Neill School of Public and Environmental Affairs is seeking an Events Specialist to plan and execute university-wide events, manage budgets, vendor contracts, and communications.

The role requires a Bachelor’s degree in business or related field and at least 2 years in events or hospitality. Expect varied schedules including evenings and weekends with comprehensive IU benefits.

Qualifications

• Proficient written and verbal communication skills.
• Maintains a high degree of professionalism.
• Demonstrates time management and priority setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast paced, dynamic environment.
• Seeks to acquire knowledge in area of specialty.
• Highly thorough and dependable.
• Demonstrates a high level of accuracy, even under pressure.

Responsibilities

• Plan and oversee recurring and ad hoc university events within budgets and timelines.
• Coordinate with vendors, facilities, transportation, catering, and technology for event success.
• Negotiate contracts and service agreements; ensure compliance with policies and risk management.
• Monitor event performance, attendance, and expenses to improve ROI for future events.
• Provide guidance to staff and ensure smooth operations on event days.

Education

Bachelor's degree in business, public administration, or related field

Job description

THE O'NEILL SCHOOL - BL SPEA (BL-SPEA-IUBLA)

The O'Neill School of Public and Environmental Affairs works to build a better world by stewarding the development of welcoming societies, democratic governance, and a healthy, sustainable environment. With partners across the public, private, and nonprofit sectors, we pursue education, scholarship, and civic engagement at the crossroads of policy, science, and management. We give our students the knowledge and skills to have a significant impact around the globe.

Our Values

• Excellence - Aiming to be the best in all that we do and developing the professional and personal capabilities necessary to improve the world through our work.
• Meaning and impact - Pursuing careers and service that add purpose and meaning to our lives, encouraging others to do so, and improving quality of life for individuals and societies.
• Ongoing learning - Continuously developing the skills, knowledge, experience, and sound judgment necessary for wise and informed decision-making.
• Well-being - Emphasizing the well-being and safety of individuals and the health of our natural environment as essential for thriving communities and well-functioning, just societies.

Department Specific Responsibilities

• Leads the planning and execution of school-wide events by coordinating logistics, budgets, vendor partnerships, communications, and operational details to deliver high-quality programs that support institutional goals.
• Collaborates with internal and external stakeholders to develop event strategies, manage contracts and service agreements, and ensure a positive participant experience.
• Monitors event performance, maintain compliance with university policies and risk management requirements, and implement continuous improvements to maximize engagement, effectiveness, and return on investment.
• Plans and executes school-wide events by managing event objectives, timelines, logistics, facilities, transportation, catering, technology, signage, and operations for both recurring and special events.
• Partners with internal and external stakeholders to develop event strategies, coordinate event requirements, and negotiate contracts and service agreements that support program goals.
• Manages vendor and service provider relationships, ensuring goods and services are delivered on time, within budget, and in accordance with event specifications and quality standards.
• Coordinates event communications and promotions by collaborating with marketing, communications, sponsors, speakers, and university/school partners to maximize engagement and attendance.
• Develops and monitors event budgets and performance metrics, evaluating attendance, participant feedback, expenses, and outcomes to inform future planning and improve return on investment.
• Ensures compliance with university policies, procedures, contracts, and risk management requirements while addressing operational challenges and resolving event-related issues as they arise.

General Responsibilities

• Plans a variety of recurring and ad hoc events for the university and oversees budgets, vendor contracts, transportation, catering, signage, equipment, technology, and other event components. Coordinates event activities prior to and on the day of events.
• Consults with internal and external constituencies to plan event timelines and specifications and negotiate the terms of agreements and contracts.
• Works closely with vendors and staff to ensure goods and services arrive timely and in acceptable condition for events.
• Interfaces with media and/or marketing and communications representatives regarding calendar of events and event publicity.
• Tracks and analyzes event metrics, such as attendance, participant feedback, and expenses; monitors effectiveness and return of investment; tracks suggested event improvements for future implementation in recurring events.
• Ensures events adhere to university guidelines and policies and event contracts, agreements, and specifications.
• May make procedural and policy recommendations to improve operational efficiency.
• May provide guidance to lower-level Event Services Specialists; may delegate administrative tasks to Event Services Coordinators.

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

• Bachelor's degree in business, finance, public administration, or related field.

WORK EXPERIENCE

• 2 years in events, hospitality, or related field.

Skills

• Proficient written and verbal communication skills.
• Maintains a high degree of professionalism.
• Demonstrates time management and priority setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast paced, dynamic environment.
• Seeks to acquire knowledge in area of specialty.
• Highly thorough and dependable.
• Demonstrates a high level of accuracy, even under pressure.

This role regularly requires the ability to effectively communicate. This role frequently requires the ability to handle equipment. This role frequently requires the ability to remain stationary and ascend/descend ladders/stairs. This role requires the ability to move objects weighing up to 25 pounds. The role requires the ability to detect items in close proximity as well as far away; discern between colors; detect objects in peripheral space of self; discern items in detail; and to have good depth perception. The person in this role must be able to perform the essential functions with or without an accommodation.

Schedule will vary based on event and travel needs including evenings and weekends.

Paul H. O'Neill School of Public and Environmental Affairs

1315 East 10th Street, Bloomington, Indiana 47405

Salary will be equitable and relevant to experience falling between $56,069.54-$66,069.54.

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Career Level: Career

FLSA: Exempt

Job Function: Operations

Job Family: Events

This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days.

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.

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