Utah State University

Events Program Coordinator

City Logan Campus
Posted Date 2 weeks ago(10/13/2021 6:52 PM)
Requisition ID
2021-4276
# of Openings
1
Job Locations
US-UT-Logan
Category (Portal Searching)
Customer Service/Support
Position Type
Benefited Full-Time
Job Classification
Exempt
Percent of Time or Hours per Week
100%
College
Business & Finance
Department
Event Services
Advertised Salary
Commensurate with experience plus excellent benefits

Overview

Event Services is a growing department whose primary function is to assure the events hosted by Utah State University "Exceed Expectations". The Events Program Coordinator (Program Coordinator II) is responsible for the overall success of each conference and event managed by this position both on the campus of Utah State University as well as off campus locations.  The candidate will establish and coordinate conferences and events ranging from low to high complexity to include logistical arrangements, registration processes, abstract management systems, exhibits, marketing, speaker management, and on-site coordination. The candidate will also interface with university departments and off-campus suppliers, handling administrative details of conference and event programs.

Responsibilities

Coordination

  • Meet with clients to gather information on the scope of their event
  • Identify, visit, analyze and select conference locations
  • Negotiate and execute service contracts in client's best interest for meeting space, audiovisual equipment, lodging rooms, food and beverage, etc.
  • Develop comprehensive budgets and continuously monitor and adjust them as needed to ensure events stay on budget
  • Plan and orchestrate trade show and exhibit functions, and manage a team for all details
  • Assist client in a marketing plan for the event. Provide timeline for sending notices, design drafts of marketing pieces and printed materials, social media planning, on-site event apps, and signage
  • Work on-site at event venue, hotels or convention center
  • Serve as the primary contact and supervisor of the event team including staff, volunteers, vendors and support personnel
  • Compile and store all event date for historical data use

Financial Management

  • Review event bills and approve payments. Administrate budgeting process and final financial settlement of event within the Event Services policy on closing events
  • Prepare and track financial records and ensure accurate and current revenue and expenditure information
  • Reconcile accounts and budgets.
  • Supervise part time and/or temporary employees assigned to the team
  • Post position, interview and hire qualified candidates
  • Ensure employees are properly and thoroughly trained and oriented to the department and their duties
  • Oversee and approve schedules and requests for time off

General Office Duties

  • Other duties as assigned

Qualifications

Minimum Qualifications:

  • Bachelor's degree in a related field plus two years of relevant work experience or an equivalent combination of education plus experience is required
  • Proficient in Microsoft Office Suite
  • Ability to work with other custom database systems for which training is provided
  • Knowledge and experience with basic bookkeeping practices and procedures
  • Ability to work a varied schedule
  • Strong organizational skills and attention to detail
  • Strong clerical and record keeping ability
  • Ability to manage and complete multiple projects and deadlines simultaneously
  • Excellent written communication skills, including correct grammar, spelling, and proofreading
  • Excellent verbal communication skills

Preferred Qualifications:

  • Bachelor's degree in hospitality or conference/event management or 6 years directly related conference/event management experience
  • 2 years related conference/event management experience
  • Training in any of the following software programs:
    • EMS
    • Cvent

Required Documents

Along with the online application, please attach:

1. Resume/CV to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV”

2. Cover Letter to be typed/pasted at the end of your application

3. Contact Information for three Professional References

 

**Document size may not exceed 10 MB.**

Advertised Salary

Commensurate with experience plus excellent benefits

ADA

The environment and physical requirements may change depending on the specific function of the work each department performs. Incumbents may be in both indoor and outdoor environments. Indoors, in an office space, event space, or public space are protected from weather conditions, but not necessarily from temperature changes. Incumbents may nearly continuously sit and often use repetitive hand motion (such as typing).

University Highlights

Utah State University (USU) was founded in 1888 and is honored to be Utah’s land-grant and space-grant university. USU is a Carnegie RU/H (Research University/High Research Activity) institution with approximately 27,700 students (24,660 undergraduates and 3,040 graduate students) on the Logan main campus. Utah State’s statewide system features eight campuses and 23 education centers and serves all counties in the state with Extension programs. USU offers 114 undergraduate majors, 132 graduate programs, and a variety of innovative stackable associate and certificate credentials. Washington Monthly ranked USU 14th in their national university rankings in 2019 and the 5th best public national university in the nation in 2018. As one of the two premier research institutions in Utah, USU is proud to provide a high-quality education at an affordable price. Additional information about Utah State University can be found here.

 

A core characteristic of USU is engagement with communities and people in economic development, improvements to quality of life, and human capital. Through the practical application of knowledge, the University and its faculty engage and share expertise with the state, nation, and world, preserving the historical land-grant tradition of partnering with communities to address critical societal issues in the interest of the public good.

 

The USU main campus is located in beautiful Logan, Utah; a city of about 50,000 situated in a picturesque mountain valley about 80 miles north of Salt Lake City. Outstanding recreational opportunities abound in the nearby mountains and proximate region.

 

Notice of Non-discrimination

In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU’s non-discrimination policies:

 

Executive Director of the Office of Equity Alison Adams-Perlac, alison.adams-perlac@usu.edu, Old Main Rm. 161, 435-797-1266

Title IX Coordinator Hilary Renshaw, titleix@usu.edu, Old Main Rm. 161, 435-797-1266.

For further information regarding non-discrimination, please visit https://equity.usu.edu/, or contact:

U.S. Department of Education, Office of Assistant Secretary for Civil Rights, 800-421-3481, OCR@ed.gov

U.S. Department of Education, Denver Regional Office, 303-844-5695, OCR.Denver@ed.gov

 

USU is sensitive to the needs of dual career couples and provides a Dual Career Assistance program to support careers for partners who are also seeking employment.

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