POSITION SUMMARY:
The Special Events Coordinator ensures the successful execution of events by providing support for the planning, implementation, and coordination of events within, sponsored by and held at the School of Law. Typical events include fundraising events, alumni events, law school conferences, continuing legal education seminars, speakers, court appearances, and other special events as well as all external events sponsored by or held in the law school’s facility. The Coordinator works with a variety of internal and external partners to create event experiences that result in positive recognition for the School of Law. The Coordinator reports to the Executive Assistant to the Dean of the School of Law.
ESSENTIAL FUNCTIONS:
- Demonstrate an attitude and behavior that reflects the mission and values of the department, School of Law, and the university.
- Provide in-depth, detailed coordination for internal (events held for and on behalf of the law school) and external (events held at the law school with varying levels of facility and support utilization) that result in positive experiences for stakeholders and attendees. Events coordination activities include identification and coordination of space needs, technology, catering, equipment, tables/seating, staffing, parking, budgeting, and more.
- Develop, implement, and maintain documented event planning processes and procedures to support successful event production from pre-planning to implementation, and follow-up activities.
- Develop, implement, and maintain event calendar to ensure awareness of internal and external events for the law school and other relevant university constituents.
- Support event communication needs by coordinating with event stakeholders and relevant law school and university departments.
- Develop and maintain good working relationships with contractors, vendors, and businesses providing event support services. Ensure services are paid timely and resolve issues regarding service quality and/or billing as needed.
- Coordinate travel, lodging, and other logistical arrangements as needed for events-related special guests.
- Create Zoom meetings and Webinars for virtual or hybrid events as needed.
- Maintain an awareness of trends in event planning (including relevant technologies) to maximize event success and efficiencies.
- Coordinate event registration processes as needed to identify headcounts, college registration materials, etc. Prepare and provide attendance documentation to internal and external groups (such as the American Bar Association) as needed. Participate in the event invitation and promotion process as directed.
- Maintain an inventory of law school spaces, equipment, parking access, catering options, and other resources to support event planning and inquiries.
- Participate in the strategic planning process for the events function to achieve law school and institutional objectives regarding events held by the school, university, and community opportunities to generate recognition, awareness, and revenue.
- Identify, research, and assist with the cultivation of individuals, businesses, and groups that would be interested in using the law school’s facility for their events and programming.
- Work with the Executive Assistant and relevant Law School staff to further outline the policies and procedures for external facility rental and usage.
- Work with the Executive Assistant and relevant departments to develop event effectiveness metrics.
- Provide support for initiatives, projects, programs, and other activities within the department, the law school, and the university as assigned.
- Other duties as assigned.
PHYSICAL DEMANDS:
- Constantly operates a computer and other office machinery.
- Constantly visually identifies, observes, and assesses.
- Frequently communicates with university constituents.
- Frequently remains in a stationary position (standing and/or sitting). Occasionally moves to accomplish tasks and/or to get from one work site to another.
- Occasionally moves common office materials.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions
WORKING CONDITIONS:
- Work is primarily indoors, but at times may be required to be in an outdoor environment when traveling between campus buildings or off-campus.
- Will be exposed to frequent noise caused by telephones and office machines.
- Standard office hours are 8:00 a.m. to 5:00 p.m. Monday through Friday; some overtime may be required.
- Off-campus, state, and regional travel may be required.
Required Skills
- Excellent interpersonal and communication skills
- Ability to plan strategically
- Deadline oriented with significant attention to detail and process
- Demonstrated ability to manage complex event planning projects
- Demonstrated ability to create error-free communication pieces including news writing and other content with impeccable attention to detail (as demonstrated in application materials)
- Proven proofreading skills
- Familiarity with industry trends
- Excellent computer skills including proficiency in MS Office, Photoshop, and other common software and applications
- Fluency in social media platforms (Facebook, SnapChat, Instagram, Tumblr, Twitter, etc)
- Proficient in Zoom meetings and Webinar
- Ability to acquire skills in and adapt to changes in technology quickly
- Ability to demonstrate a high degree of initiative and willingness to accept responsibility
- Ability to work with a team in a highly collaborative environment.
- Ability to manage multiple projects and tasks simultaneously
- Ability to work under pressure to meet deadlines
- Ability to demonstrate a customer service attitude and the ability to create unique and positive event attendee experiences
Required Experience
- A minimum of two years of experience in a professional working environment planning and managing events or related training and experience is required.
- Experience in a higher-education setting is preferred.
- A suitable combination of education and experience may be substituted for minimum requirements.