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Academic Events Manager
2 months ago
Location: Sewanee, TN
Job Type: Staff Full-Time
Division: College of Arts & Sciences
Department: Dean of the College's Office
Position Overview
The Dean of the College's office at The University of the South is seeking a skilled and proactive Event Coordinator. This position is pivotal in collaborating with department heads and program directors to manage public lectures and significant events within the College of Arts & Sciences. The successful candidate will ensure effective planning, execution, and evaluation of events while providing essential administrative support to the University Lectures Committee.
Key Responsibilities:
1. Event Planning and Strategy:
- Engage with department chairs, faculty, and external partners to ascertain event goals and requirements.
- Formulate detailed event plans encompassing budgets, timelines, and logistical considerations.
- Oversee all logistical elements of public lectures and major events, including venue selection, catering, and audiovisual needs.
- Facilitate travel arrangements for event speakers and manage their schedules.
- Communicate effectively with faculty and staff regarding their roles in events and coordinate schedules accordingly.
- Manage invitation lists, RSVPs, and ensure all accessibility needs are met.
- Identify and negotiate with vendors to secure high-quality services at competitive rates.
- Monitor vendor performance to ensure compliance with service agreements.
- Create promotional materials for events and collaborate with the marketing team to ensure timely dissemination of information.
- Maintain ongoing communication with stakeholders, providing updates as necessary.
- Supervise event setup and manage event staff to ensure smooth operations.
- Address any issues that arise during events, making real-time adjustments as needed.
- Develop and oversee event budgets, ensuring financial accountability.
- Implement cost-effective strategies while maintaining event quality.
- Collect feedback to assess event success and identify areas for improvement.
- Document findings for future reference.
Qualifications:
Education: Bachelor's degree
Experience: Minimum of 3-5 years in event coordination or related fields.
Skills:
- Exceptional organizational and multitasking abilities.
- Strong interpersonal and communication skills.
- Proficient in various software applications, including word processing and spreadsheets.
Working Environment:
Typical office setting with occasional outdoor events. Flexibility in working hours may be required, including evenings and weekends.
