Utah State University

Event Coordinator

City Logan Campus
Posted Date 3 weeks ago(7/19/2022 3:50 PM)
Requisition ID
2022-5391
# of Openings
4
Job Locations
US-UT-Logan
Category (Portal Searching)
Other
Position Type
Benefited Full-Time
Job Classification
Exempt
Percent of Time or Hours per Week
100%
College
Finance & Administrative Service
Department
Event Services
Advertised Salary
Minimum $41,000 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 Event Coordinator (Program Coordinator II) is responsible for the overall success of events they manage on the campuses of Utah State University.  This position will establish and coordinate events ranging from weddings to multi-day conferences, from low to high complexity to include logistical arrangements, registration processes, abstract management systems, exhibits, marketing, speaker management, and on-site coordination. They will also be the subject matter expert for event protocol to make each event succeed while supporting and strengthening the mission of Utah State University. Through internal promotion and restructuring, Event Services currently has 3 openings for an Event Coordinator.  

Responsibilities

Coordination

  • Coordinate all aspects of a successful event including, but not limited to: set-up/strike, A/V, equipment needs, event space, lodging, food and beverage services, parking, transportation, activities, tours, financial estimates/invoices, contracting etc. Serve as the liaison between client and vendors to coordinate required details
  • Meet with clients to gather information on the scope of their event
  • Utilize campus venues to meet the needs of the client's event type
  • Negotiate and execute service contracts in client's best interest for meeting space, audiovisual equipment, lodging, food and beverage, etc.
  • Develop comprehensive budgets and continuously monitor and adjust them as needed to ensure events stay on budget
  • 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 with campus partners to elevate the client and their guests event experience
  • Compile and store all event data for historical data use
  • Review event invoices and approve payments. Administrate budgeting process and finalize financial settlement of event within the Event Services policy on closing events
  • Serve as the primary contact and supervisor of the event team including staff, volunteers, vendors and support personnel
  • 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
  • Other duties as assigned

General Office Duties

  • Manage and complete multiple projects and deadlines simultaneously. Effectively track and prioritize workload.
  • Thorough knowledge of Microsoft Office in a Windows environment, and the ability to work with other custom database systems for which training is provided.
  • Knowledge and experience with basic bookkeeping practices and procedures.
  • Maintain filing systems and information management systems.
  • Operate standard office equipment to include copiers, scanners, telephone systems and printers.

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.

Preferred Qualifications:

  • Bachelor's degree in hospitality or Event Management
  • Training in any of the following software programs:
    • EMS
    • Cvent
    • Caterease

Knowledge, Skills, and Abilities:

  • Thorough knowledge of Microsoft Office in a Windows environment
  • Ability to work with other custom database systems for which training is provided
  • Knowledge and experience with basic bookkeeping practices and procedures
  • Proficient in Microsoft Office Suite
  • 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

Required Documents

Along with the online application, please attach:

1. Resume/CV to be uploaded into the candidate profile

2. Cover Letter to be typed/pasted into a text box at the end of the application

3. Contact Information for three Professional References

 

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

Advertised Salary

Minimum $41,000 commensurate with experience plus excellent benefits

ADA

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes.  The employee is regularly required to sit and often uses repetitive hand motions.

University Highlights

Utah State University (USU) was founded in 1888 and is Utah’s land-grant and space-grant university. USU is one of only 146 research institutions in the U.S. classified as R1 “very high research activity” by the Carnegie Classification of Institutions of Higher Education. As one of the two premier research institutions in Utah, USU provides a high-quality education at an affordable price. With its main campus in Logan, the university serves approximately 27,500 students, including 24,255 undergraduates and 3,171 graduate students. USU Online has served students from all 50 states and 55 countries for 25 years.

 

USU’s statewide system features three residential campuses, 30 total campus locations, and 23 Extension education centers. The university employees 903 full-time faculty members, 124 executive administrators, and 1,649 full-time support staff. USU offers 115 undergraduate majors, as well as 91 master’s and 42 doctoral degrees. Learn more about USU.

 

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.

 

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.

 

USU endeavors to provide reasonable accommodations to ensure equal access in all aspects of employment to qualified persons with disabilities. To request a reasonable accommodation for a disability, please contact the university’s ADA Coordinator in the Human Resource office at 435-797-0122 or submit a request at hr@usu.edu.

 

USU Land Acknowledgment

Please visit our website to learn about Utah State’s land acknowledgment of the eight tribes of Utah.

 

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 Matthew Pinner, discrimination@usu.edu, Distance Education Rm. 401, 435-797-1266

Title IX Coordinator Hilary Renshaw, titleix@usu.edu, Distance Education Rm. 404, 435-797-1266

Mailing address: 5100 Old Main Hill, Logan, UT 84322

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

 

*Updated 08/2022

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