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Event Specialist

4 months ago

Edmond, United States University of Central Oklahoma Full time

Job Details

Description

Position Title:  Event Coordinator-UCOFN - 991083

Position Overview & Job Duties:

The Event Specialist will be an integral member of the Engagement Team in the Advancement Office that houses the UCO Foundation and UCO Alumni Engagement. As an Event Specialist, this position will be responsible for planning, coordinating, executing, and reviewing small and large recurring and special events for the Foundation and Alumni Engagement. This includes events such as Homecoming, board meetings, donor events, alumni events, staff meetings, and alumni chapter events, among others. The Event Specialist will work closely with the Engagement Team, Advancement Services Team, and Development Team to ensure the successful coordination and completion of internal and external events and activities. The Event Specialist will also research, propose, and secure possible venues for functions based on budget, geography, accessibility, aesthetic appeal, and availability. Additionally, this role will evaluate event effectiveness to incorporate improvements in future planning. The Event Specialist will plan and execute events that take place during the typical workday (Monday-Friday, 8 to 5 as well as the occasional evening or weekend event.

Plan, coordinate, execute and review small and large recurring and special events for the Foundation and Alumni Engagement. Events may include but are not limited to Homecoming, board meetings, donor events, alumni events, staff meetings, alumni chapter events, etc. Oversees the successful coordination and completion of internal and external events and activities. Manages events and programs from conception to completion. Research, propose and secure possible venues for functions based on budget, geography, accessibility, aesthetic appeal and availability. Maintain and build relationships with internal and external vendors such as caterers, florists, parking services, photographic services, etc. Prepare briefing materials with final details regarding events for event hosts and campus leadership. Collaborate with the Engagement, Advancement Services, and Development teams to ensure the creation and distribution of event invitations and the tracking of responses for guest lists. Determine benchmarks for success prior to each assigned event, evaluate their effectiveness after the event, and incorporate improvements in future planning. Maintain master event files and documentation to aid in planning and executing future events. Help verify invoices and arrange for payment of approved event expenses. Ensure that events stay on budget by monitoring financial commitments during the lead-up to the event and making alternate arrangements if a cost overrun appears likely. Provides overall event information in order for the Marketing Team to create event-related advertising. Collaborates with the Marketing Team to manage event registration pages through the Office for Advancement website. Performs other duties as assigned.

Qualifications Required

Bachelor’s degree in job related field plus 3+ years of work experience or equivalent combination of education and experience.

Must have a valid driver's license, clean driving record, and be able to operate a typical motor vehicle.

Qualifications Preferred:

Experience in high-paced environments is preferred, with preference given to candidates with experience in nonprofit and/or higher education.

Knowledge/Skills/Abilities:

Be a proactive self-starter who is comfortable in a fast-paced collaborative environment. Excellent verbal and written communication and organizational skills required and the ability to work independently and in a team environment is expected. Develops and nurtures formal and informal relationships with a wide circle of people beyond those involved in current activities, including potential donors, stakeholders, and information links; encourages collaboration among colleagues, departments, and the entire organization to achieve results. Computer proficiency and experience with the ability to learn and utilize new software efficiently. Excellent command of the Windows environment, including proficiency in the Microsoft Office Suite and database experience. Ability to interact with a diverse population, including students, alumni, university leadership and vendors. A personable and engaging individual with a consistently professional appearance when interacting with internal and external constituents. Must be able to deliver excellent guest service. Strong leadership capabilities and interpersonal skills are preferred.

Physical Demands:

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.