Special Events Coordinator

University of Richmond; Virginia (MN); On-site; USD 29,000 - 39,000; Full time

Job summary

University of Richmond’s Robins School of Business seeks a Special Event Coordinator to plan and execute educational events, conferences, student events, networking events and related activities involving faculty, staff, students, alumni and the business community. Ensure events run smoothly and within budget.

Responsibilities include developing the annual event schedule, coordinating invitations, multi-channel marketing, online registration, venue and catering logistics, and on-site management,

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 2+ years of special event experience, planning, managing and executing multiple complex events.
• Higher Education experience a plus.

Responsibilities

• Develop the annual special events schedule for the business school.
• Coordinate and execute events including invitations, multi-channel marketing and promotions, online registration, event space procurement, catering, lodging, technology, program materials, and on-site management.
• Liaise between contractors, vendors, organizers, speakers, faculty and administrators on all logistical aspects of events.
• Assist with the management and updating of database systems with regards to recording data on special events.
• Serve as liaison with student organizations and collaborate with the Director of the Center for Professional Skills and Development and students on event programs.
• Maintain student organization access to university systems.

Skills

Event planning

Budget management

Microsoft Office

Data management

Communication skills

Deadline oriented

Education

Bachelor's degree

Tools

Registration software

Space reservation systems

Job description

SUMMARY:

Plans and execute special event activities for the Robins School of Business. To include educational events, conferences, student events, networking events and other selected events involving faculty, staff, students, alumni and the business community. Ensure smooth-running, effective events.

RESPONSIBILITIES:

Special Event Coordinator job responsibilities include but are not limited to:

Event Planning/Management

• Work with supervisor in the business school to develop special event schedule for the academic year. Ensure that all managed events align with school's mission and goals and are within budgetary limits.
• Responsible for coordination and execution of assigned special events and/or programs which includes: development of invitation lists, multi-channel marketing and promotions, online registration, event space procurement, monetary deposits/returns, catering, lodging, technology, program materials, and on-site management. Makes logistical recommendations based on the needs of the special event and develops event timeline for each assigned event.
• Serves as principal liaison between contractors, vendors, organizers, speakers, faculty, and administrators with regards to all facets of logistical operations supporting assigned programs and events.

Database Management

• Assist with the management and updating of database systems with regards to recording data on special events.

Robins School of Business - Undergraduate Student Organization Support

• Serve as liaison with student organizations based in the Business School as it pertains to events. Collaborate with Director of the Center Professional Skills and Development and students on their event programs and assist with navigating campus platforms, policies and procedures as it pertains to special events.
• Maintain student organization access to university systems.

QUALIFICATIONS

• General knowledge and understanding of meeting planning and event management principles to include managing event budgets.
• Collaborative team player with a high degree of initiative, problem-solving skills and ability to work independently.
• Thorough knowledge of Microsoft Office and experience with systems for data management, space reservation, registration, online event programs.
• Strong organizational skills are required to balance a variety of complex tasks with a high degree of competency and accuracy; ability to manage multiple events and be deadline oriented.
• Strong oral and written communication skills. Ability to work with a wide range of constituencies in a diverse community.
• Ability to work well under pressure and handle last minute projects and shifts in priorities.

EDUCATION & EXPERIENCE

Bachelor's degree or an equivalent combination of education and experience

2+ years of special event experience (planning, managing and executing multiple complex events).

Higher Education experience a plus.

WORK HOURS:

• Full-time, non-exempt position
• Typical schedule is 8:30am to 5:00pm, Monday through Friday (38.75 hours per week). Some morning, evening and weekend hours required for assigned special events. Schedule will be flexed to accommodate special event hours.

SALARY STRUCTURE:

Pay Grade 5 (Hiring Range $21.09 to $27.95 per hour)