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Event Coordination Specialist

2 months ago

San Francisco, California, United States University Of San Francisco Full time

Position Overview

The University Events Manager will play a crucial role in assisting the Special Events team to guarantee that all gatherings provide a consistently exceptional experience for attendees while supporting the financial and engagement objectives of the ongoing campaign and the Development division. This position requires collaboration with various departments, faculty, staff, students, and external partners to design and execute event strategies that align with the institution's mission and goals.

Key Responsibilities:

  • Collaborate closely with the event lead to offer administrative and logistical support for events.
  • Organize and schedule committee meetings efficiently.
  • Document detailed notes, establish action items, and ensure follow-up after meetings.
  • Assist in managing tasks within project management tools.
  • Oversee event logistics, including venue selection, layout design, catering, audiovisual needs, transportation, accommodation, and security arrangements.
  • Facilitate effective registration processes and attendee management systems to ensure seamless event experiences.
  • Work with marketing and communications teams to create promotional strategies and materials for events, utilizing various channels.
  • Build partnerships with internal and external stakeholders to enhance event visibility and outreach.
  • Monitor and assess marketing efforts to optimize engagement and attendance.
  • Serve as the primary contact on-site for stakeholders, providing logistical support and troubleshooting to ensure smooth event execution.
  • Supervise event staff, volunteers, and vendors to ensure compliance with timelines, protocols, and safety standards.
  • Address any issues or emergencies that may arise during events, demonstrating adaptability and problem-solving skills.
  • Conduct post-event evaluations to assess effectiveness, gather feedback, and identify areas for improvement.
  • Prepare comprehensive reports summarizing event outcomes, attendance metrics, budget variances, and lessons learned.
  • Utilize feedback and data insights to inform future event planning and enhance overall event experiences.

Qualifications:

  • Bachelor's degree in Event Management, Hospitality, Marketing, Communications, or a related field.
  • Demonstrated experience in event planning and execution, preferably in a higher education context.
  • Strong project management capabilities with the ability to multitask, prioritize, and meet deadlines in a dynamic environment.
  • Excellent communication, negotiation, and interpersonal skills, with a focus on customer service.
  • Proficiency in event management software and marketing tools.
  • Flexibility to work evenings, weekends, and irregular hours as required by event schedules.
  • Understanding of higher education trends, cultural sensitivities, and diversity considerations.
  • Ability to handle sensitive information with discretion and confidentiality.
  • Demonstrated independent judgment and resourcefulness.
  • Capacity to support director/executive-level team members.
  • Ability to work autonomously in a fast-paced environment.
  • Willingness to quickly learn in areas such as data analysis.
  • Strong team player with attention to detail.

Employment Type: Full-time

Compensation: Salary

Salary Range: The salary range for this position is $60,000 to $70,000 per year, with offers based on candidate experience and education, as well as equity considerations within the University of San Francisco.