Event Planning Specialist

2 weeks ago

Richmond, Indiana, United States IvyTech Full time

Position Overview: The Event Planning Specialist is responsible for a diverse range of activities associated with the organization and oversight of external events and group initiatives for the TRIO program. This role involves collaboration with various departments to facilitate on-campus events and activities. The Event Planning Specialist works closely with the Director of TRIO to arrange off-campus travel aimed at cultural enrichment and opportunities for transferring to four-year institutions. Additionally, this position entails managing travel requests through institutional systems for approval under the guidance of TRIO staff, as well as overseeing marketing materials, event supplies, and informational handouts for all events involving TRIO students and staff, whether on or off-campus. Post-event, the Event Planning Specialist will ensure accurate documentation of student participation and follow-up activities.

Key Responsibilities:

  • Develop an annual calendar of events including cultural excursions, college visits, workshops, and more.
  • Design and implement program events tailored to the needs of participants while adhering to budget constraints.
  • Coordinate and assist in the execution of Academic Success Workshops.
  • Create, revise, and manage promotional content for the department in accordance with grant requirements and in partnership with the marketing team.
  • Participate in weekly staff meetings and professional development activities as directed by the project Director.
  • Support the project Director in assessing the effectiveness of program events and activities.
  • Record student engagement in program events within the Student Access system.
  • Attend trips, visits, and workshops as directed by the project Director.
  • Provide guidance and referrals to IvyCares or other external organizations as necessary.
  • Conduct all responsibilities in compliance with the Family Educational Rights and Privacy Act (FERPA) and maintain confidentiality.
The aforementioned duties require varying levels of independence, judgment, and discretion, along with the ability to navigate the office and work environment effectively. The responsibilities outlined here represent the essential functions of this position but are not exhaustive. Other duties may be assigned as needed.

Essential Qualifications:
  • Associate degree or three years of relevant experience, ideally in an educational or human services context.
  • Proficient in computer applications with strong written and verbal communication capabilities, as well as effective presentation skills.
  • Understanding and sensitivity to the challenges faced by low-income or academically disadvantaged students.
  • Ability to foster an inclusive atmosphere that reflects the diverse backgrounds of our students and staff.
  • Willingness and capacity to travel as required.
The responsibilities and essential functions described herein are intended to provide a general overview of the position and are not to be considered an all-inclusive list of work requirements. Individuals may be asked to perform additional duties as necessary, including covering for absences or balancing workloads during peak periods.

Note: This position is funded through a grant, and there is no assurance of continued employment beyond the grant period.

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