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Events Coordinator
3 months ago
Events Coordinator
The University of Southern California (USC), founded in 1880, is in the heart of downtown L.A. and is the largest private employer in the city of Los Angeles. As an employee of USC, you will be a part of a world-class research university and a member of the "Trojan Family," which comprises the faculty, students, and staff that make the university a prime place to learn, grow, and succeed.
University Advancement is committed to fostering a diverse, equitable, and inclusive culture in which all advancement staff and our stakeholders have the opportunity to connect, belong, and grow while supporting the University of Southern California’s mission, values, and goals.
USC Alumni Association (USCAA) – a division within University Advancement – supports the overall advancement of USC by engaging alumni, building a culture of philanthropy, and operating as a representative voice for USC alumni. With close to 500,000 members worldwide, USCAA provides benefits, services, and opportunities to connect Trojans to one another and the University through signature events and programs, including reunions, industry networks, school- and regional-based networks, affinity groups, and multicultural alumni associations.
USC Alumni Association is seeking an Events Coordinator to join its Signature Events team. The Events Coordinator is responsible for providing support for all facets of events execution and managing special projects. Reporting to the Director of Event Operations, the incumbent will partner with internal stakeholders and external vendors to help plan and deliver successful signature events. The USCAA Signature Events portfolio includes, but is not limited to: Alumni Awards, the Alumni Leadership Conference, the Volunteer Recognition Dinner, Away Football Game Activities, Alumni Weekend, Homecoming, the Women's Conference, and other events as assigned.
The ideal candidate thrives in a fast-paced, dynamic environment and succeeds through collaboration, high quality communication, accountability, and a commitment to excellence for self and others. Proven track record of delivering exceptional customer service.
This is a hybrid position under our current work arrangement plan, with the expectation of on-site presence on our main campus (University Park Campus).
Responsibilities
Manage event setup and execution, including movement of event supplies (linens, florals, signage, etc.) and carrying equipment to ensure all elements are delivered according to plan; and manage teardown of event, including clean up and returning all supplies into department inventory.
Develop, manage, and reconcile event budgets, ensuring cost-effective use of resources.
Track expenses, process invoices, and ensure adherence to university financial policies and procedures. Serve as primary liaison between Signature Events and Finance.
Order and distribute event materials such as invitations, programs, and signage. Coordinate website updates on a recurring basis.
Support vendor logistics and fulfillment to ensure vendors and suppliers deliver services and products according to agreed terms and timelines.
Support the coordination of all aspects of event logistics, including venue selection, catering, transportation, equipment rental, and audiovisual needs.
Research, identify, and secure contracts for new venues on an annual basis.
Manage daily administrative tasks and special projects including scheduling, monitoring the events email inbox, managing event inventory, sponsorship fulfillment, coordinating multimedia projects, etc.
Prepare and present detailed reports on event outcomes, including attendance, budget performance, and participant feedback.
Facilitate meetings and discussions with teammates to ensure alignment and successful event outcomes.
Perform other duties, as assigned.
Minimum Qualifications
High school or equivalent.
Combined experience/education as substitute for minimum education.
2 years of events experience.
Excellent verbal and written communication skills.
The position requires the ability to work a flexible schedule, including early mornings, late evenings and weekends, and to be available to work on a short notice if required.
In addition, the successful candidate should also demonstrate – through ideas, words and actions – a strong commitment to USC’s Unifying Values of integrity, excellence, diversity, equity and inclusion, well-being, open communication and accountability.
Required Documents and Additional Information
Resume and cover letter required (may be uploaded as one file). Please do not submit your application without these documents.
The budgeted hourly rate range for this position is $32.17 – $33.00. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.
USC has excellent benefits, including health benefits for staff & their family with access to the renowned university medical network; eligibility for retirement plans with employer contributions once you meet Program's eligibility; tuition benefits for staff & their family; free professional development online courses; central Los Angeles location with easy access to commuter trains, buses & free tram pick up services; discounts to football, basketball & other campus events.
The University of Southern California values diversity and is committed to equal opportunity in employment.
Minimum Education: High school or equivalent Minimum Experience: 2 years Minimum Skills: Experience with special events planning, fundraising management, or alumni and volunteer relations management. Experience with contracts and other legal documentation. Ability to support event planning (e.g., developing concepts, creating and estimating budgets, producing promotional materials). Experience with audio/visual equipment. Excellent organizational skills and ability to maintain multiple schedules. Excellent interpersonal and written and oral communications skills. Preferred Education: Bachelor's degree Hospitality Management Or Bachelor's degree Business Administration Or Bachelor's degree Communication Or Bachelor's degree Public Relations Or Bachelor's degree in related field(s) Preferred Experience: 3 years Preferred Skills: Experience in higher education. Experience planning and coordinating corporate events. Proven leadership and project management abilities. Understanding of all relevant state and local event regulations. Knowledge of local community. Fluent in one or more languages other than English (e.g., Spanish, Korean).
