Event Manager

The hiring establishment is a university event management department dedicated to planning and executing successful events across the campus, including student organization activities, high school graduations, and summer camps. The department plays a crucial role in ensuring that each event is flawlessly organized, providing a memorable and seamless experience for guests, participants, and staff. This department is staffed by professionals committed to upholding university guidelines, safety protocols, and operational excellence. Known for collaborating closely with various student organizations and internal departments, it ensures each event aligns with the university's standards and vision. The organization strives to provide comprehensive support for event logistics, technical services, staffing, and guest relations, making it a vital part of campus life.

This role is designed for an Event Coordinator who will take on an active leadership position in orchestrating a wide range of events. The Event Coordinator will plan meetings with student organizations and internal departments to thoroughly understand the scope and expectations of each event. They will offer creative solutions to event challenges and help finalize details for recurring weekly events. An essential function includes managing budgets for events to ensure feasibility according to the vision communicated by the organizers. This role requires crafting detailed banquet event orders and diagrams to provide clear communication to operations teams responsible for setup, technical services, and staffing.

The Event Coordinator will be responsible for ordering rental equipment, housekeeping, event staff, and security when necessary. They will also manage the event logistics on platforms like Smart Sheet, ensuring deadlines are met and all event components are accurately documented. The coordinator must be proactive in responding to questions from operations teams and troubleshooting any conflicts that arise during event preparation and execution. Arriving early at event venues is critical to overseeing accurate setup and briefing staff. Additionally, the role demands follow-up communication before, during, and after key programs to confirm guest satisfaction and we fully align with safety measures.

Adhering to university standards and safety protocols is paramount in this position. The Event Coordinator is responsible for securing necessary personnel such as housekeeping, student staff, security, and medical personnel to maintain safe and successful events. Coordination with supervisors and department leadership is vital to addressing concerns and implementing corrective actions. The coordinator will also host post-event meetings to discuss successes and areas for improvement to continuously enhance event quality.

Participating on specialized teams like the high school graduation planning committee involves finalizing logistics, coordinating audiovisual needs, and managing day-of-event responsibilities including pre-conference meetings and rapid response to any last-minute changes. The role also encompasses logistical coordination for summer camps and emergency evacuations due to severe weather conditions, ensuring smooth event flow from start to finish.

Representing the department on various campus committees and actively participating in planning committees are additional responsibilities, alongside meeting performance goals and keeping supervisors informed on progress. This dynamic role requires flexibility to work early mornings, late evenings, holidays, and weekends depending on event demands. The ideal candidate will bring strong organizational skills, attention to detail, and a professional demeanor. With the opportunity to work in a vibrant university environment, this role is perfect for an event professional passionate about creating exceptional guest experiences while upholding safety and operational standards.

Bachelor's degree
one year of experience in event planning
strong organizational skills
excellent communication skills
ability to work a flexible schedule including some early mornings, late evenings, occasional holidays and assigned weekends
ability to multi-task and keep pace with changing workload demands
ability to foster relationships and work as a team player
commitment to guest satisfaction and safety protocol
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