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University Events Support Staff

4 months ago

Saint Louis, United States Harris-Stowe State University Full time
Job DescriptionJob DescriptionHarris-Stowe State University is a historically Black institution (HBCU) located in the heart of vibrant mid-town St. Louis, Missouri. Harris-Stowe’s beautiful campus is minutes from the renown Gateway Arch, St. Louis Zoo, St. Louis Art and History Museums, Forest Park and other cultural and educational institutions. Harris-Stowe’s diverse faculty and staff provide a wide range of academic programs to one of the most culturally diverse student bodies in the St. Louis region.Job Summary

Under the direction of the Special Assistant the President provides leadership and direction in the execution of high-quality events and ceremonies that advance university priorities related to faculty, students, alumni, and community partners. Serve as the HSSU representative in the execution of events; interface with other campus departments to manage events on their behalf.


Essential Functions

  • Provide leadership and direction in the performance of the details of event production, with emphasis on high standards for customer relations, attention to detail, protocol, and etiquette. Ensure the appropriate tone, schedules, and appearance of all events-related invitations, programs, and correspondence. Ensure implementation of events objectives in compliance with University policies and procedures.
  • Coordinate and participate in discussions and decision-making about event strategies, opportunities, potential conflicts, and other issues related to successfully producing internal and external events.
  • In partnership with key staff, develop and ensure utilization of standardized systems and technology to automate event planning, tracking, and production whenever possible.
  • Provide leadership and direction in the planning and execution of campus-wide special events for donor cultivation, stewardship, and recognition, as well as external reservations, to ensure that Harris-Stowe continues to be viewed as a worthy focus of charitable giving and other forms of support.
  • Before all events, receive or make recommendations on program content and organization, and prepare written briefings or procure them from the appropriate sponsoring office or external partner. Independently or in concert with the program sponsor, oversee event program development (e.g., recruit and facilitate coordination and briefing of speakers/presenters, develop program agendas, determine the order of speakers, etc.)
  • Develop and maintain high professional standards and procedures to produce events in keeping with the image and reputation of the Harris-Stowe. Serve as a central campus resource for matters of university protocol (e.g., event format, image projection, and etiquette to be observed).
  • Prepare, manage, and monitor event budgets, anticipating costs of production, technical, and promotional needs. Clarify funding source for events not sponsored by University Relations. Ensure detailed event financial information for fiscal control purposes.
  • Prepare pre-and post-event analyses, assess opportunities and make recommendations for improving service to internal and external.
  • Constituencies, and implement those improvements as appropriate.
  • Prepare year-end events report, providing analysis and recommendations for future actions and improvements.
  • Flexible to work some events after 5 p.m. and on weekends to support events.


Minimum Education and Experience

  • Bachelor's Degree in Management, Business, Marketing, Public Relations, or related field.
  • 2-4 years professional experience, with at least one year of professional event planning experience.
  • Excellent communication skills, including writing, proof reading skills, and speaking.
  • Detail oriented with excellent time management and organizational skills
  • Strong relationship building skills, flexibility and ability to collaborate. Ability to work with internal and external groups and constituencies; ability to work independently and as part of a team
  • Substantial and progressively responsible experience in, and knowledge of planning, production and management of large, small, high profile, and less-formal events for diverse and distinguished guests, with the ability to formulate creative ideas, and to analyze, evaluate, and negotiate details reflective of a successful event.
  • A minimum of three years of progressively responsible professional experience in the coordination of special events.
  • Proficient using the latest versions of Microsoft: Word, Excel, PowerPoint, Access, and mail merges; email and web searches.


Preferred Qualifications

  • Experience working in an academic institution or a nonprofit organization
  • Two to three years professional event planning experience (corporate or University events)
  • Experience with event contract development, negotiation, sales, and business development skills
  • Experience managing budgets
  • Experience working with volunteer


Knowledge, Skills, and Abilities

  • Familiarity with higher education environment and knowledge of the Harris-Stowe's unique culture preferred.
  • Ability to address complex issues utilizing a clear, thoughtful manner, and to come to resolution quickly without jeopardizing the event or relationships with people involved
  • Ability to manage multiple projects and work assignments from a variety of staff and volunteers.
  • Ability to exercise critical human relations skills in establishing and maintaining effective working relations with the University community. Ability to communicate effectively, both orally and in writing.
  • Ability to work evenings and weekends as needed and some travel required.


Supervisory Responsibility

  • No


Physical Requirements

  • Must be physically able to operate a motor vehicle
  • Must be able to exert up to 10 pounds of force occasionally, and/or a negligible amount of force constantly to lift, carry, push, and pull or otherwise move objects, including the human body
  • Light Work usually requires walking or standing to a signification degree
  • Within the normal bounds of an office environment


Working Conditions and Environment

  • Work is routinely performed in a typical interior/office environment
  • Very limited or no exposure to physical risk

"Please No Phone Calls"

Due to the large number of applications submitted and the high volume of applicant inquiries we receive regarding the status of applications, we are unable to accept phone calls or walk-in inquiries regarding applicant status. Only those candidates selected for interviews will be contacted.

EOE Statement

Harris-Stowe State University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.

The above statements are intended to describe the general nature and level of work being performed and assigned for this position. This is not an exhaustive list, nor is it limited to all duties and responsibilities associated with the position. HSSU management reserves the right to amend and change the responsibilities to meet business and organizational needs as necessary.