Special Events Coordinator

The University of Pittsburgh; Pittsburgh (Allegheny County); Hybrid; USD 38,000 - 54,000; Full time

Job summary

The University of Pittsburgh is seeking a Special Events Coordinator to support planning and execution of Office of the Provost events. You will handle budgets, vendor negotiations, contracts, and marketing materials while coordinating internal and external stakeholders across departments.

Hybrid work arrangement with some on-campus duties, and the role requires a Bachelor's degree and about one year of relevant experience.

Qualifications

• Bachelor's degree preferred; 1 year relevant professional experience.

Responsibilities

• Coordinate event planning from start to finish, defining goals with clients.
• Oversee budget development, vendor negotiations, and contracts.
• Develop marketing materials and manage timelines for events.
• Coordinate room reservations and on-site event execution; conduct post-event reviews.

Skills

Budgeting

Vendor negotiations

Event logistics

Stakeholder liaison

Marketing strategy

Education

Bachelor's degree

Job description

Job Description - Special Events Coordinator (26006497)

Special Events Coordinator

Office of the SVC and Provost - Pennsylvania-Pittsburgh - ( 26006497 )

The Office of the Provost serves as the chief academic leadership unit of the university, overseeing all schools, academic programs, faculty affairs, and student support services. The Office of the Provost is comprised of various departments and teams whose mission is ultimately to support, develop, and implement the University's academic vision.

The Office of the Provost's Business Team is looking for a Special Event Coordinator to support the planning and execution of Office of the Provost events. The Business Team supports the operational and administrative functions that advance the provost's mission, ensuring seamless coordination across departments and institutional initiatives. This role will assist in the planning and execution of a wide range of events, from academic workshops and lectures to large-scale, multi-day conferences.

Bachelor's degree preferred, 1 relevant year of professional experience required.

Job Summary

Facilitates event planning to include budget development, effective marketing strategy employment, vendor contract negotiation, vendor oversight, and event logistics.

Essential Functions

This role oversees all aspects of event planning from start to finish. Responsibilities include meeting with clients to define event goals, gathering logistical requirements, and serving as the primary liaison between internal and external stakeholders. The position oversees budget management, vendor negotiations and contracts, and marketing materials, while ensuring all operational standards and university policies are met. On the day of the event, the role coordinates the execution of the event and afterward conducts post-event evaluations to document outcomes and identify areas for improvement. In addition, the role also coordinates the room reservation process for Office of the Provost owned space.

Physical Effort

Must be able to stand for prolonged periods of time and be able to lift at least 25 pounds.

The University of Pittsburgh is an equal opportunity employer / disability / veteran.

Assignment Category Full-time regular

Job Classification Staff.Events Planner

Job Family Administrative Support

Job Sub-Family Events

Campus Pittsburgh

Minimum Education Level Required Bachelor's Degree

Minimum Years of Experience Required 1

Will this position accept substitution in lieu of education or experience? Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.

Work Schedule Monday- Friday, 8:30 a.m. - 5:00 p.m.

Work Arrangement Hybrid: Combination of On-Campus and Remote work as determined by the department.

Hiring Range TBD BasedUpon Qualifications

Relocation Offered No

Visa Sponsorship Provided No

Background Check For position finalists, employment with the University will require successful completion of a background check

Child Protection Clearances The following PA Act 153 clearances and background checks are required prior to commencement of employment and as a condition of continued employment: PA State Police Criminal Record Check, FBI Criminal Record Check, PA Child Abuse History Clearance.

The University of Pittsburgh is an equal opportunity employer / disability / veteran.