Special Events Specialist

University of Evansville; Evansville (IN); On-site; USD 42,000 - 62,000; Full time

Job summary

The University of Evansville is seeking a Special Events Specialist to support the planning and smooth execution of all admission event and visit days for prospective students and their families. You will ensure a welcoming, informative experience from registration through departure on UE grounds.

Reporting to the Senior Associate Director of Admission for Campus Visits and Events, you will coordinate details, provide exceptional guest service, and maintain accurate records in the CRM and

Qualifications

• Minimum of three years of related experience in event planning, customer service, or support roles within an administrative setting.
• Exceptional written and oral communication skills; positive phone etiquette is a must.
• Hyper-organized with a meticulous eye for detail and the ability to manage multiple priorities independently.

Responsibilities

• Assist with planning and execution of all Admission event days, including setup and communications with campus partners.

Skills

Event planning

Customer service

Organization

Microsoft Word

Outlook

Excel

Adobe

CRM systems

Tools

Microsoft Word

Outlook

Excel

Adobe

Job description

The University of Evansville (UE) Office of Admission is looking for a professional, highly organized, and "service-first" Special Events Specialist. This role assists with the planning and seamless execution of all event and visit days for prospective students and their families.

Reporting to the Senior Associate Director of Admission for Campus Visits and Events, you will help to ensure that every family feels welcomed and informed from the moment they register until they leave our grounds. If you thrive in a fast-paced environment where no two days are the same, we want you on the UE Visit Team.

Key Responsibilities

The Special Events Specialist is an integral member of the recruitment process, managing the many moving parts that create a "wow" experience for future Purple Aces. Your main duties will include:

• Assist with planning and carrying out of all Admission event days. This includes communicating with campus partners, creating schedules and nametags, and assisting with the set-up for Admission Events.
• Work directly with prospective families during the registration and pre-visit process to ensure they have all necessary information and a personalized touch before they even arrive.
• Provide exemplary guest service and act as a proactive communicator with students and families showing professionalism and a positive demeanor.
• Utilize the University’s CRM and databases to track registrations, update records, and manage information flow. Proficiency in Microsoft Office (Excel, Outlook) and Adobe is essential.
• Efficient operational support through maintaining accurate records, assist with general office operations, and serve as the essential back-up for the Visit Coordinator.
• Collaborative teamwork within the broader Admission team, multitasking across various recruitment initiatives and supporting the office’s overall mission.

Required Qualifications

• Experience: A minimum of three (3) years of related experience in event planning, customer service, or support roles within an administrative setting (higher education experience is a plus).
• Communication: Exceptional written and oral communication skills; positive phone etiquette is a must.
• Organization: "Hyper-organized" with a meticulous eye for detail and the ability to manage multiple priorities independently.
• Technology: Strong proficiency in Microsoft Word, Outlook, Excel, and Adobe; comfort navigating comprehensive information systems and databases.
• Physical Ability: Capability for light lifting and the ability to handle extended periods of computer work and movement during high-energy event days.

Core Attributes

• Service-First Mindset: An uplifting, positive demeanor and a passion for helping others.
• Adaptability: An eagerness to learn and thrive in a high-paced, ever-changing environment.
• Professionalism: The ability to interact effectively with both internal campus partners and external populations (prospective families).

Why Join the UE Admission Team?

At the University of Evansville, we know that a campus visit is often the deciding factor for a student’s future. In this role, you will assist with making the campus visit opportunity a memorable experience for all visitors. You will work within a supportive, energetic team that values hard work, creativity, and the shared goal of growing our diverse and talented student body.

The University of Evansville offers a generous benefits package to eligible employees, including:

• Comprehensive Health, Vision, Dental, Group Life, Voluntary Life, and ancillary benefits.
• Access to our exclusive on-site medical clinic for those enrolled in our Health plan
• Excellent 403(b) retirement matchand a Roth, up to 5%
• 100% Tuition Remission and Tuition Exchange programs for you, your spouse, and dependents
• Comprehensive paid holidays and vacation time with the option to purchase additional days
• Generous sick policy for peace of mind

Office Location

Room 118, Olmsted Administration Hall

The University of Evansville expects all members of its community to treat each other with respect and civility. Harassing behaviors directed towards any member of our community will not be tolerated. As part of its commitment to non-discrimination, the University specifically prohibits harassment based on any other characteristics set forth in its nondiscrimination statement as follows: including race, color, gender, gender identity and expression, sexual orientation, creed or religion, national origin, age, disability, veteran status and all federally protected groups/classes. Any form of harassment undermines the mission of the University and negatively impacts the University community as a whole.

The University of Evansville participates in the E-Verify program.