About the position Responsibilities • Plans, organizes, and executes events and meetings • Develops procedures and protocols for events • Coordinates event logistics, including finding suitable locations, arranging travel for guests, catering, audio visual equipment, security, parking, and clean up • Coordinates pre-event and on-site communication with hosts, participants, staff, administrators, and vendors • Builds and maintains relationships with key vendors and university partners • Maintains calendar of events for effective long-term planning and event management • Manages event deadlines, tracks progress, and ensures events stay on track • Works closely with communications, administration, and finance staff to oversee event processes • Supervises, directs, and coordinates the activities of personnel and vendors as required • Works with campus partners on safety and security goals for events • Performs post-event strategic analysis, including budget recaps and participant feedback • Partners with CAS Communications to develop event promotion plans • Compiles information for CAS Communications and submits project requests • Develops communications for departmental events and promotes events on appropriate channels • Designs and coordinates promotional items with vendors • Assists with communications on the day of events, including live streaming • Reviews communications strategies for events to determine effectiveness • Prepares files for printing and manages orders with University Printing and Mail • Photographs events as needed • Prepares award certificates and drafts promotional pieces for newsletters • Prepares follow-up communication, including thank you notes • Analyzes and anticipates yearly event budget needs • Develops and manages budgets related to each event • Coordinates collection of registrations and payments from participants • Ensures compliance with fiscal policies related to entertainment and accounts payable • Initiates contracts and ensures proper management and processing • Processes honoraria and reimbursements • Develops, orders, tracks, and distributes awards associated with events • Orders supplies and other goods and services needed for events • Responsible for submitting Accounts Payable actions • Makes purchases on Procurement Card and through MarketPlace • Inputs accounting transactions in DASH • Assists with entries for scholarship/fellowship disbursements • Assists with the processing of travel requests and expenses Requirements • High School Diploma • Minimum of 3 years work experience in event planning, hospitality or higher education • Event planning skills and experience • Demonstrated ability to plan and manage budgets • Outstanding interpersonal, verbal and written communication skills • Strong customer service skills, attention to detail and time management • Ability to produce high quality professional work and to deliver upon commitment • Strong project coordination skills with the ability to create comprehensive event timelines • Excellent problem solving and analytical skills • Ability to manage and organize multiple projects • Demonstrated proficiency with Microsoft Office and complex financial systems • Ability to learn new skills and software as needed Nice-to-haves • Bachelor's Degree • Minimum of 1 year work experience in event planning, hospitality or higher education • Knowledge of event/project management software, such as Asana or Trello • Knowledge of Adobe Creative Cloud, Canva, or similar software • Experience in higher education event planning • Knowledge of UT policies and procedures • Excellent customer service and attention to detail • Experience developing, monitoring and managing event budgets • Ability to learn new technologies, systems and procedures as needed • Ability to work autonomously or effectively in a group Benefits • UT market range: 07 • Anticipated hiring range: \$47,000 - \$50,000 DOE&Q
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