Administrative Event Coordinator, School of Law

Administrative Event Coordinator, School of Law

School of Law

Vacancy number 301325

Position Type: Regular, full-time non-exempt position with full, competitive benefits package

Opens: 02/01/23 Closes: Open Until Filled

Salary: $39,232-$51,966

• excellent tuition remission benefits
• outstanding health benefits plans and rates
• 12 paid holidays each year
• 28 days of paid leave (not including the paid holidays) earned each year
• great retirement plan

The School of Law Administrative Event Coordinator works with various teams in the law school to coordinate and implement a wide variety of signature and other law school events. Duties include, but are not limited to: implementing initial event scheduling and room reservations, coordinating with internal and external constituencies regarding event scheduling and other needs, making sure key event planning milestones are handled and on track, assisting with appropriate event planning communications, and ensuring smooth operation and implementation of event logistics. This position is the main point-of-contact for room reservations for events and other law school activities and managing any furniture moves related to these reservations. This position works extensively with University partners and within the room reservation system. The Coordinator will also assist the Assistant to the Dean in managing the law school building and other work-order requests, and assist with purchases and travel needs of faculty and staff.

We look forward to receiving your required electronic application with a cover letter and resume and learning about your interest in and qualifications for our vacancy. Please save your required cover letter and resume as one document (please make the file name short and without spaces or special characters) and attach it in the resume location. To apply, visit http://www.ubalt.edu/candidate_gateway/erecruit.html. Additional instructions below.

Key Functions/Responsibilities/Tasks:

• Coordinate, plan, and implement signature law school events and assist in the planning of a variety of other law school events. Duties include, but are not limited to: meeting with constituencies to discuss and arrange details of pre-event, event, and post-event logistics; implementing space reservations and catering orders; arranging for facilities assistance, equipment, technology support, staffing needs, and set-up and tear-down assistance; assisting to plan the overall décor and feel of the event; ensuring key event-planning milestones are handled and on track; and assisting with appropriate event planning communications. Serve as a law school contact for event-related questions.
• Serve as the main law school point-of-contact to manage room reservation system and room reservations for all law school events, activities and other bookings, both internal and external. Coordinate with University regarding room reservation and event booking needs. Manage necessary moves and space reconfigurations related to room reservations, working extensively with University partners and within the reservation system. Manage walk-throughs with University partners. Manage work orders and POI requests for law school building. Manage office moves for retiring and new faculty, general faculty and staff moves, furniture move requests, and repurposing of space requests. Assist in onboarding of new employees.
• Assist faculty and staff with purchases and travel.
• Serve as a resource to students, faculty, and staff regarding event policy, protocols and guidelines. Train other staff on how to manage events and lead them in event support. Create and maintain event manual for faculty and staff in the School of Law, setting forth event policies, guidelines and protocols.
• Other administrative duties as assigned.

Required Education: High School Diploma or GED.

Required Experience: 3 years of related professional experience in providing administrative support, excellent customer service, event planning, marketing and/or management.

Additional related experience and formal education in which one has gained the knowledge, skills and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis, with 30 college credits being equivalent to one year of experience.

Preferred Education: Baccalaureate degree in a relevant course of study such as hospitality, business, public administration or information systems.

Preferred Experience: Experience in a fast-paced, multi-tasking environment. Ability to use client relationship management software, imaging software and student information systems. Proficiency in Microsoft Office 365 Suite, extensive knowledge of other software platforms. Experience in a hospitality and/or higher education environment.

Required Knowledge, Skills and Abilities

General knowledge and skill in the practical application of standard office policies and procedures. Ability to communicate effectively orally, electronically, and in writing. Ability to manage multi-line phone systems. Ability to proofread and edit written documents with extreme attention to accuracy. Ability to manage timelines, priorities and multiple events. Ability to plan, organize, prioritize and execute multiple and continuing assignments with minimal general instructions. Ability to create immediate rapport with a wide variety of on- and off-campus constituencies. Ability to anticipate and respond to projects that fall outside of the daily routine. Excellent computer skills and proficiency with Microsoft Office, database basics, CRM, and advanced email and calendar tools. Availability and willingness to work occasional evenings and weekends.

The University of Baltimore ("UBalt" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices. UBalt is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.

We appreciate your interest in our recruitment. Please review the information below before you visit http://www.ubalt.edu/candidate_gateway/erecruit.html to apply.

We need to receive your electronic application in our system by the vacancy closing date in order to consider you for the vacancy. Information follows about submitting the electronic application and attaching your required cover letter and resume.

Applicant Instructions: Using Candidate Gateway to View and Apply for UBalt Vacancies

The Candidate Gateway system serves as your connection to The University of Baltimore's job application process. It is a free, safe and secure way for you to apply for the job you want, and it allows the Office of Human Resources to maintain accurate records. Your use of the system does not require you to surrender any of your rights to privacy or confidentiality during the application process. Only qualified members of UBalt's Human Resources team and members of the relevant search committee can access your application information. The search committee will not have access to any information you provide to HR for affirmative action reporting purposes.

Please read and print the information below before you apply, and refer to it as you enter your application.

NAVIGATION

A - COVER LETTER AND RESUME ATTACHMENT AND UPLOAD

Before you apply:

• Save one PDF or Word file with your cover letter, resume, and any additional information you would like to have considered.

When you apply:

• In Candidate Gateway: Click "Browse" to access the Word or PDF document you saved with all of your documents.
• Then, click "Upload" to attach it.
• Click "Continue" to continue the application process.

B - ENTER DATA ON THE FOLLOWING PAGES:

Each page shows this display:

Previous Save Submit Close Application Careers Home NEXT

above and below the required data for the four categories shown above.

Click "Save" to save the data you entered on that page. The message "You have successfully submitted your job application." confirms only that you entered that page of information into the system. You must click "Next" to continue and complete the entire application process.

1. Current and Prior Employment/Work Experience:

• Enter employment information relevant to your position of interest.
• You can use the first day of the month wherever dates are required.
• After you enter your work experience, click "Save," then click "Next."

1. Education/Education History and References:

• Use the dropdown to enter your highest education level. Entering this information is required.
• Then, only college and university information is required. Click the plus sign to the left of the "Postsecondary Education" link to enter that information.
• For country, enter USA or click the hourglass to select another country.
• You can use the first day of the month wherever dates are required.
• Click the plus sign to the left of "References" to enter two professional references.
• After you enter your education information and references, click "Save," then click "Next."

1. How did you find out about us/how did you find out about the job?

• After you enter this information, click "Save," then click "Next."

1. Online Questionnaire/Application Questionnaire: Answer the questions requiring a yes or no response. After you answer them, click "Submit." This leads you to the Submit Online Application page.

C - SUBMIT ONLINE APPLICATION

To apply for your selected job: When you reach the "Submit Online Application" page shown below, you must click "I agree to these terms" and then click the "Submit" button at the end of the screen. After you click "Submit," then you will see this information at the top of your screen:

My Applications

Thank you for your interest in employment at the University of Baltimore. HR will process your application documents for the search committee's consideration.

Note: This screen will also show additional information about the selection process and Office of Human Resources contact information.

Questions/Help

If you have trouble viewing our job postings or applying for the vacancy, contact ubhrcareers@ubalt.edu for assistance.

TO APPLY:

External applicants: Review the vacancy announcement at http://www.ubalt.edu/candidate_gateway/erecruit.html and click the external applicant link to apply.

Internal applicants (students taking classes at UBalt and current employees) with login and password for MyUB: use the internal applicant link, log into MyUB, then click the "View or Apply for Job Positions" link on the left.

http://www.ubalt.edu/hr

• Never use the Internet Explorer "Back" and "Forward" arrows to navigate. You will lose the information you have submitted.
• To navigate between pages, use the "Next," "Previous," and "Return to Previous Page" buttons.
• Use the "Save" button to save your information so you can return to it later and complete your application. Using "Save" does not complete the process to apply for a job opening.

The University of Baltimore ("UBalt" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices. UBalt is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.