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Coordinator, Special Events

3 months ago

St Charles, United States Lindenwood University Full time
Welcome to Career Opportunities at Lindenwood University.

PLEASE READ: For all applications, please include your resume and cover letter. You may skip the "Quick Apply" page by simply clicking "Next" at the bottom of the page. When you arrive at the "Experience" page, you may upload all desired documents using the upload box labeled "Resume/CV." This is the appropriate box to upload all documents.

Benefits of Being a Lindenwood Employee:
  • Upon hire, employer-paid tuition benefits for bachelor's (employee, spouse, and dependent) and master's degree programs (employee and spouse only).
  • Tuition discounts for doctoral programs (employee only).
  • Comprehensive benefits plan: medical, dental, vision, life insurance, disability insurance, and retirement options.
  • Paid holidays: MLK Jr. day, Good Friday, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving break (Wednesday - Friday), and winter break (Dec. 23 - Jan. 1).
  • Free lunch Fridays: LU employees are eligible for a free meal on Fridays at the Evans Commons Dining Hall or Spellman Dining Hall; Chick-fil-A and Qdoba included.
  • Professional development opportunities through the Lindenwood Learning Academy.
JOB TITLE SUMMARY

Job Title: Coordinator, Special Events

Division: Advancement and Community Engagement

Evaluation Group: Staff

FLSA Status: Exempt

Reports To: Director, Alumni Relations

Positions Supervised: N/A

Job Summary

The special events coordinator plans, organizes, promotes, and implements all facets of special meetings, as well as internal and external events. This position collaborates with University employees, vendors, students, and guests to oversee key events from conception to cleanup.

Essential Job Functions and Performance Indicators

The intent of this job description is to provide a representation of the types of duties and level of responsibility that will be required of positions given this title. This job description shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Job Responsibilities and Execution
  • Plans and organizes all details for Office of the President- and Advancement and Communications-sponsored special events, including budgeting and insurance; scheduling, location, décor, catering, and entertainment; promotional materials; invitations and guest lists; transportation; technology setup and teardown; and legal, health, and safety compliance
  • Provides on-site event presence and support to ensure success, preventing potential issues and troubleshooting emerging problems
  • Researches and compares area venues and vendors to ensure competitive services and pricing
  • Maintains relationships with outside groups to promote University facilities for event rental
  • Serves on Homecoming, Dark Carnival, Winterfest, and other committees to ensure planning remains on schedule
  • Helps with alumni events, alumni visits, the alumni engagement platform, and related administrative duties
  • Organizes all event details, including promotional materials; invitee and special guest lists; décor, catering, entertainment, and equipment; transportation and location; and compliance with insurance and legal, health, and safety obligations
Service Excellence
  • Supports the mission of the University and serves as an ambassador of the Q2 culture of service excellence
  • Models, supports, and holds others accountable to the University's values
  • Establishes and maintains effective relationships with faculty, staff, colleagues, vendors, and students
  • Strives to provide exceptional hospitality for all stakeholders and event guests
Communication, Teamwork, and Collaboration
  • Collaborates with suppliers, contractors, employees, and wait staff to produce seamless events
  • Serves as a University employee resource for sharing event advice and professional expertise
  • Works with marketing staff to promote and create communications for Lindenwood events
  • Collaborates with campus departments to develop University-wide event calendar
  • Works with facilities coordinator to reserve venues and obtain all necessary rental paperwork including insurance coverage
  • Interacts with University employees and guests to obtain feedback on venue and event services
Job may require other duties as assigned.

Required Qualifications - An equivalent combination of education, training, and experience will be considered. Additional requirements may be designated by position.
  • Bachelor's degree in hospitality management or related field
  • Experience with social media marketing
  • Minimum of 2 years' experience working in event planning preferred
Knowledge, Skills, and Abilities - May be representative, but not all inclusive, of the knowledge, skills, and abilities necessary to perform this job competently.
  • Demonstrated ability to work effectively with individuals from diverse communities and cultures
  • Excellent customer service, sales, and interpersonal skills
  • Ability to remain calm during crises and high-pressure events
  • Negotiation skills to influence vendors' prices
  • Excellent organizational skills and the ability to manage multiple projects independently
  • Problem-solving skills to quickly resolve event issues as they occur
  • Demonstrated commitment to designing and implementing creative and innovative events
  • Knowledge of Microsoft Office Suite, Microsoft Office Teams, and Zoom
Work Environment - Environmental or atmospheric conditions commonly associated with the performance of this job's functions. Please click here to view Lindenwood University's flexible work designation descriptions.
  • General office setting
  • Varied hours, including nights and weekends, based on event schedule and demands
  • Local travel may be required
  • Standard Flex
Physical Abilities - The physical demands described below are representative of those that must be met by an employee to successfully perform this job's essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
  • Ability to work effectively at a computer for up to eight hours daily
  • Ability to sit and stand for extended periods of time
  • Adequately mobile to attend events on and off campus
  • Regular attendance is a necessary and essential function
  • Ability to carry up to 20 pounds, set up, work, and break down events


Equal Opportunity Employer

Lindenwood University is an Equal Opportunity employer. The University complies with appropriate federal, state, and local laws and provides equal employment opportunities and access to educational programs without regard to race, color, religion, gender, age, sexual orientation, gender identity, national origin, veteran status, disability, or any other protected status to all qualified applicants and employees. Lindenwood University is committed to a policy of non-discrimination and dedicated to providing a positive discrimination-free educational work environment.