What are the responsibilities and job description for the Events Coordinator (14949) position at American University?
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Summary/Objective
The Events Coordinator is responsible for the operations essential to carrying out select events and programming initiatives within the School of Public Affairs. This includes serving as the liaison for internal and external vendors, event budgeting, and oversight. The Events Coordinator is responsible for successfully executing developed concepts, supporting events, and following up on all aspects of programs and events.
This position coordinates smaller events, provides administrative support to the communications team, and assists with marketing for the events, meetings, and conferences in support of and aligned with the School of Public Affair's strategic goals and mission. These events include major conferences, Dean’s Council meetings, SPA-related Alumni and Family Weekend Programs, commencement, and undergraduate and graduate academic events.
The Events Coordinator will serve as point person for the Events team, greeting guests as they arrive in the suite, coordinates, inventories, and manages office supplies, stock and manage the special event’s closet and maintain adequate supplies of swag and gifts. The position also provides administrative support as needed for the Events team and is responsible for the creation of event registration websites.
Essential Functions
- Event Planning: Assist in developing, implementing, and executing SPA events, including PTI, SPA Leadership Program events, special undergraduate programming, and School-wide events as requested. Work with Communications team to develop, print, and mail/email appropriate invitations, programs, signage, and collateral material for events. Assist with coordinating logistics for SPA Graduate Admissions events.
- Administrative Duties: Manage administrative functions for staff, including filing, organizing paper flow, and composing general correspondence. Assist communications team with other tasks as needed. Submit alcohol approval forms for all events. Interact professionally with and maintain regular communication with the entire SPA faculty and staff, and other key areas of the university. Represent the communications office internally and externally. Utilize the assistance of a student worker to set the special event room for events. Handle scheduling of the special event room and ensure the room is properly cleaned and stocked for events. Schedule rooms and conduct research for offsite venues as needed. Organize, manage and stock the special event closet.
- Other Duties as Assigned.
Supervisory Responsibility
- The incumbent may supervise student workers on occasion.
Position Type/Expected Hours of Work
- Full time, 35 hours/week.
- Specialist A.
- Non-Exempt.
- This is a union-eligible position.
- Hybrid position – some remote working on a regular basis will be possible.
- Must be available to work occasional evenings and weekends.
- This role requires the ability to execute and maintain a flexible schedule to accommodate client needs.
Salary Range
- $40,650-$42,000/year, commensurate with experience.
Required Education and Experience
- High school diploma or equivalent.
- 2-4 years of relevant experience.
Preferred Education and Experience
- Bachelor's degree.
- 2-4 years of relevant experience.
- The ideal candidate will have two to four years of experience in managing internal and external events, coordinating logistics, and marketing events to stakeholders in a year-round, complex, ambiguous environment with an extremely high volume.
Additional Eligibility Qualifications
- A thorough understanding of event planning and management including logistics, budgets and event marketing.
- Excellent customer service skills working with a variety of constituents.
- Attention to detail and exceptional organizational skills.
- Excellent oral and written communication, including the ability to interact with a variety of vendors on a regular basis.
- Ability to work as an individual or part of a team based on the needs of each event, program or project.
- Proven experience successfully handling multiple events at different stages simultaneously.
- Familiarity with event industry language, trends and systems.
- Must be able to handle growth and change in organizational development.
- Knowledge and understanding of alumni, development and/or special events programming.
- Proficiency in Microsoft Office applications: Word, Excel, PowerPoint.
Benefits
AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite. Click here to learn about American University's unique benefit options.
Union Eligibility
This position is part of a collective bargaining unit represented by SEIU Local 500. That means the terms and conditions of your employment are governed by university policy (including the Staff Personnel Policies Manual) and any collective bargaining agreement entered into between American University and SEIU Local 500.
Other Details
- Hiring offers for this position are contingent on successful completion of a background check.
- Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.
- Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Current American University Employees
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Contact Us
For more information or assistance with the American University careers site, email theworkline@american.edu.
American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.
Salary : $40,650 - $42,000
