Event Coordination Specialist

2 weeks ago

Albuquerque, New Mexico, United States University of New Mexico Full time
Event Coordination Specialist

Requisition ID
req29303

Working Title
Event Coordination Specialist

Position Grade
11

Position Summary

The Student Union Building is in search of an Event Coordination Specialist to oversee all facets of event management within the SUB. This role will supervise a team of 10 to 15 student employees responsible for equipment setup and audio-visual support for events hosted in the building. The Event Coordination Specialist will maintain inventory and ensure the safe and proper use of equipment. A successful candidate should be dedicated to enhancing customer experiences and ensuring operational effectiveness. Strong organizational, personnel management, and problem-solving skills are essential. This position requires a flexible work schedule, including weekends and evenings, with a typical shift from 2pm to 11pm Tuesday through Saturday. Collaboration with other departments such as UNMIT and UNM Catering is a key aspect of this role.

This position entails planning, designing, developing, coordinating, and facilitating the execution of specific projects and initiatives for a significant, multifaceted operating entity within the University. Responsibilities include establishing project priorities and schedules aligned with strategic plans and operational objectives. The specialist will provide expert advice, facilitation, and support to management, faculty, staff, and/or students in the development and implementation of effective systems, procedures, programs, and practices. Oversight of one or more key operational or business functions for the unit may also be required.

The role involves designing, establishing, and managing the integrated logistical and administrative support needs of multiple, complex, and widely distributed educational events, conferences, and other gatherings. Responsibilities include assessing program goals, estimating facility, equipment, logistical, and catering needs, developing program budgets, and negotiating and administering service contracts.

Duties and Responsibilities:
  • Engage in the planning and establishment of goals and objectives for meetings, conferences, and events, considering budgets, speakers, facilities, technology, equipment, logistical needs, and other related matters.
  • Analyze program/event histories, budget considerations, contractual provisions, and planning committee recommendations to determine requirements regarding space, facilities, technology, equipment, lodging, catering, and on-site management.
  • Act as the primary liaison between contractors, organizers, faculty, and administrators concerning all aspects of logistical operations support for multiple programs and events.
  • Negotiate terms, execute, and manage multiple contracts with facilities vendors for services, adhering to budget constraints and University policies and procedures.
  • Plan and coordinate complex administrative tasks and special projects within and/or across operating units; gather, organize, and evaluate information, and develop and prepare recommendations.
  • Develop and prepare special management studies, surveys, statistics, and various reports.
  • Create and design marketing materials, including brochures and flyers, for meetings and conferences.
  • Monitor and coordinate accounting activities as appropriate, preparing internal reports for management; participate in budget planning and management as required; may coordinate and administer the purchasing of supplies and/or equipment for the unit.
  • Participate in various committees and professional organizations.
  • Assist in the planning, coordination, development, and implementation of long-range goals and objectives.
  • Supervise lower-graded staff and/or student employees; may participate in training and evaluative sessions.
  • May serve as Campus Security Authority as outlined by the Clery Act.
  • Provide daily guidance and support to student employees in audio-visual technology and event setups.
  • Train and supervise a team of 10 to 15 student staff.
  • Establish and implement safe handling of equipment to ensure the safety of staff and guests within the SUB.
  • Maintain inventory of all audio-visual and event equipment.
  • Engage with customers and suppliers, addressing inquiries and resolving issues.
  • Adhere to UNM and SUB policies and procedures.
  • Collaborate closely with UNMIT to ensure smooth operation of live-streaming events.
  • Serve as the lead during conferences and large events.
  • Attend weekly meetings with SUB Events & Conferences and Catering staff to review upcoming events.
  • Report directly to the Associate Director to assist in mentoring and developing professional expertise in operations.
  • Receive guidance, training, and mentoring from professional personnel in planning and executing activities and assignments.
  • Participate in projects and programs designed to enhance professional skills and expertise relevant to the needs of the Student Union Building.
  • Interact directly with colleagues, clientele, and other internal or external constituencies in planning assignments and resolving day-to-day operational challenges.
  • Perform miscellaneous job-related duties as assigned.
See the Position Description for additional information.

Conditions of Employment
  • Employees providing services or working in patient care or clinical areas must comply with the University's influenza vaccination requirement.
Minimum Qualifications

High school diploma or GED; at least 5 years of experience directly related to the specified duties and responsibilities.

Completed degree(s) from an accredited institution that exceed the minimum education requirement may substitute for experience on a year-for-year basis.

Preferred Qualifications
  • Strong interpersonal and communication skills with the ability to work effectively with a diverse range of constituencies.
  • Ability to gather and analyze statistical data and generate reports.
  • Knowledge of meeting and event planning principles, requirements, procedures, and available resources.
  • Ability to analyze and interpret financial data and prepare financial reports, statements, and projections.
  • Skill in organizing resources and establishing priorities.
  • Ability to develop, plan, and implement short- and long-range goals.
  • Ability to make administrative and procedural decisions and judgments.
  • Knowledge of conference facilities, technology, and equipment.
  • Ability to create, compose, and edit written materials.
  • Ability to investigate and analyze information and draw conclusions.
  • Knowledge of finance, accounting, budgeting, and cost control procedures.
  • Knowledge of public institution purchasing principles, procedures, regulations, and standards.
  • Ability to perform complex tasks and prioritize multiple projects.
  • Ability to negotiate and manage contractual arrangements.
  • Working knowledge of audio/visual technology such as microphones, laptops, projectors, mixers, and experience with live streaming.
  • Skill in using personal computers and related software applications.
  • Ability to establish, implement, and maintain operating goals and objectives.
  • Skill in organizing resources and establishing priorities.
  • Records maintenance skills, including database development and management.
  • Ability to develop, evaluate, and edit the content, structure, and format of various written materials.
  • Advanced verbal and written communication skills.
Additional Requirements
Must be able to work a flexible schedule, including some weekends and evenings.

Campus
Main - Albuquerque, NM

Department
New Mexico Student Union Operations (161I)

Employment Type
Staff

Staff Type
Term - Full-Time

Status
Exempt

Pay

Benefits Eligible
This is a benefits-eligible position. The University of New Mexico offers a comprehensive benefits package, including medical, dental, vision, and life insurance. Additionally, UNM provides educational benefits through tuition remission and dependent education programs.

ERB Statement
As a condition of employment, eligible employees working greater than .25 FTE must make mandatory retirement contributions.

Background Check Required
Yes

Eligible for Remote Work
No

Application Instructions

Only applications submitted through the official UNMJobs site will be accepted. Please provide a Resume/application, Cover Letter, and academic transcripts. Include 3 supervisory references.

Positions posted with a Staff Type of Regular or Term are eligible for the Veteran Preference Program.

The University of New Mexico is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability, or any other protected class.

The University of New Mexico requires all regular staff positions to successfully pass a pre-employment background check.

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