University Event

This is an on-site, full-time position (40 hours per week), and includes eligibility for all RMU benefits, including health, dental, vision, life insurance, short- and long-term disability, 401(k), and more. In addition, this position receives 17 paid holidays annually, 3 paid floating holidays annually, and accrual of paid vacation and paid sick time. 

Position Purpose 

Enhance the RMU experience for students, employees, alumni, community members, and VIPs through high-quality events and experiences aligned with RMU's mission, vision, and strategic plan. Manage planning, coordination, and execution of university events year-round while improving strategies and metrics to ensure excellence and professionalism. 

Essential Functions and Responsibilities 

1. Event Planning 

• Plan and execute major university events, including Presidential events, Founders Day, White Coat Ceremonies, Award banquets, Commencement and convocations, New student orientation, Clinical send-off celebrations, Community engagement and campus holiday events, and other events as assigned.

2. Event Logistics & Coordination 

• Lead all aspects of event production to ensure consistent excellence and service.
• Oversee presidential-level events (breakfasts, dinners, receptions, etc.).
• Develop and manage event budgets; negotiate vendor contracts and major purchases.
• Coordinate with executive leadership, academic teams, vendors, and special guests.
• Manage logistics: timelines, task assignments, venue reservations, AV checks, catering, signage, programs, gifts, awards, and transportation.
• Maintain vendor database for venues, catering, photography, and related services.
• Collaborate with Enrollment Marketing & Communications (EMC) on event marketing and materials.
• Manage guest lists, invitations, and communications.
• Direct on-site event setup, management, and teardown.
• Coordinate virtual events with IT and A/V teams.
• Conduct post-event evaluations and compile reports.
• Track KPIs and maintain event documentation.
• Input events into the university-wide calendar.
• Other duties as assigned.

3. University Experience 

• Design and implement experiences that foster brand loyalty and affinity among students, alumni, employees, and community members.
• Identify opportunities to elevate the RMU experience.
• Develop and execute a customer experience strategy.
• Collaborate with EMC to strengthen brand image and awareness.
• Gather feedback from stakeholders to inform improvements.

Performance Measurements 

• Six-month and annual performance evaluations. 

Position Competencies 

• Listening
• Adaptability
• Creativity
• Communication
• Critical Thinking
• Collaboration
• Initiative
• Financial Accountability
• Customer-Centeredness

Working Requirements & Conditions  

Education/Certification: 

Bachelor's degree from an accredited college or university (Master's degree preferred) in a directly related field with three years' experience related to the Summary of Duties or combination of education and/or experience totaling five to six years. 

Required Knowledge: 

• Must possess strong computer skills and software, including but not limited to Google Suite, Microsoft Office, and Adobe Products
• Knowledge of proper grammatical and editing skills
• Strategic planner
• Knowledge of maintaining and tracking budgets and store inventory
• Knowledge of office productivity software.
• Knowledge of event features, including planning, marketing, and production from inception to post-event assessment.
• Knowledge of fundraising and donor stewardship procedures, techniques, and best practices.

Experience Required: 

• Experience working on high-profile events for a university or within a C-suite environment.
• Experience working with high level donors, key stakeholders, and institution leadership.
• Proven ability to lead and manage multiple tasks, handle concurrent projects with accuracy, diplomacy and discretion as a team leader and a team member.
• Experience in academic or professional setting preferred
• 3-5+ years' experience in event planning or project management
• Experience in volunteer management.
• Experience with and knowledge of event physical layout, invitation list development, RSVP tracking, seating management, program development and scheduling, ticketing, catering, audiovisual services, special needs, event or speaker security.
• Experience managing budgets and vendor contracts.
• Strong writing and editorial skills.
• Demonstrated human relations and communication skills; a commitment to providing excellent customer service in a fast-paced environment

Preferred Experience: 

• Experience and knowledge of marketing and public relations best practices
• Experience and knowledge of social media platforms, trends, and strategies
• Basic skills in graphic design

Skills/Abilities: 

• Exceptional verbal and interpersonal communication skills.
• Excellent organizational skills and the ability to pay attention to details.
• Proficient in Google Suite and Microsoft Office
• Excellent project management skills
• Strong time management, organizational, prioritization, and creativity skills
• Ability to create and foster professional relationships internally and externally
• Ability to work collaboratively and independently
• Tech savvy
• Strong conflict resolution skills
• Familiarity with contractual agreements pertaining to event planning and sponsorships
• Ability to maintain professional demeanor while working under deadlines and multiple projects/events at once
• Flexibility to work some evenings and weekends when required
• Able to lift up to 30 pounds
• Possess a valid driver's license
• Ability to work longer hours as occasionally needed

Travel 

• Some travel will be required during regular business hours, evenings, and weekends

Physical Activities and Requirements of this Position:

Finger dexterity: 

Using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together 

Talking: 

Especially where one must convey detailed or important instructions or ideas accurately, loudly, or quickly 

Average Hearing: 

Able to hear average or normal conversations and receive ordinary information 

Average Visual Abilities: 

Average, ordinary visual acuity necessary to prepare or inspect documents or products, or operate machinery 

Physical Strength: 

Sedentary work.  Sitting most of the time.  Exerts up to 10 lbs. of force occasionally (Almost all office jobs) 

Working Conditions 

None: 

No hazardous or significantly unpleasant conditions (Such as in a typical office) 

Mental Activities and Requirements:

Reasoning Ability: 

Ability to deal with a variety of variables under only limited standardization 

Able to interpret various instructions 

Mathematics Ability: 

Ability to perform basic math skills, use decimals to compute ratios and percentages, and draw and interpret graphs 

Language Ability: 

Ability to read a variety of books, magazines, instruction manuals, atlases, and encyclopedias; Ability to prepare memos, reports, and essays using proper punctuation, spelling, and grammar  

Ability to communicate distinctly with appropriate pauses and emphasis; correct pronunciation (or sign equivalent); and variation in word order using present, perfect, and future tenses 

Intent and Function of Job Descriptions 

Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are also essential to an effective appraisal system and related promotion, transfer, layoff, and termination decisions. Well-constructed job descriptions are an integral part of any effective compensation system.  

All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.  

In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization. 

Job descriptions are not intended as and do not create employment contracts. RMUoHP maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law. 

Rocky Mountain University is an Equal Opportunity Employer.