Special Events Coordinator

Special Events Coordinator

Posting Number: S00566
Position Status: Full-time
Campus: Western University Campus - Pomona, CA
Department: 5507-Special Events

Job Summary
Reporting to the Director of Special Events, provides support to the University by assisting in the management, development, formation and implementation of fundraising events and activities and sponsorships. Includes working evening and weekend hours.

Knowledge, Skills and Abilities
Individuals must possess these knowledge, skills, and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

• Excellent computer skills necessary to set up document formats in Word, Excel, Banner, Check In Easy and any other software programs required by the position. Skill with calculator and telephone operation.
• Excellent verbal and written communication skills.
• Strong leadership and interpersonal skills. Ability to take initiative a must.
• Strong organizational skills Capacity to work in a fast-paced office environment and flexibility in job assignments as required.
• Ability to work a normal work day/week and continue into the evening prior to event or setup and execute and event after hours during the week and/or followed by working long hours on weekend on event day. A month prior to each event no vacation can be taken or approved.

Required Qualifications

• Education: Any combination, training or experience that provides the required knowledge, skills and abilities.
• Experience: 3 years event related experience, preferably in higher education environment.

List comments regarding work hours
Mon-Fri, 8AM-5PM; may work evenings, and weekends as needed and required.

Posting Date: 03/08/2018
Open Until Filled: Yes

Essential Job Duties
Job Duty

• Assist in planning, creating and overseeing the production of special events for the university and colleges. Must be able to work with and interact with the president and his staff, deans, board of trustees, administration, spouses, students, parents, donors, and vendors.
• Responsible for event budget-related activities including but not limited to monitoring expenses, preparing check requisitions, obtaining authorized signatures, reconciling petty cash and expenses with Banner system, TEM and preparing detailed reports.
• Working both independently and in conjunction with the Director of Special Events, plan and prepare invitation and evites, event flyers, solicitation and thank you letters, coordinate all event mailings, mailing list and mail merges, process work orders, holiday card mailing, coordinate with risk management to obtain proof of liability insurance for campus and off-campus events, coordinate and secure any transportation arrangements for honorees, VIP and President, and secure any special events for the university and colleges, work with colleges to coordinate and disperse tickets and passes for graduates, VIP's, administration, faculty and staff for commencement and convocation and coordinate and place orders with vendors and a variety of others duties. Create the spreadsheet to track event attendees, develop mail merge for mailing lists and work with the development team for updating and maintaining information for each list.
• Represent Director; on as needed basis during meetings and discussions.
• Identify, recruit, coordinate, and present written and verbal instructions to key volunteers for specific events, keep them on track at events, as assigned.

Percentage Of Time 20

Job Duty

• East West Scholarship Dinner- Committee Liaison.
• Work with the SE director, committee chair, and committee members on all aspects of the event.
• Schedule committee meeting and reserve meeting locations
• Take committee meeting minutes and produce reports for committee members
• Order, Coordinate Outside Mailing, Prepare and Distribute Campus Invitations.
• Collect and Communicate scholarship recipients information
• Prepare and distribute corresponding materials to Scholarship Recipients
• Process all deposits , payments for venue and vendors for this event
• Process PO for all publications orders
• Recruit, Coordinate, Schedule and Train all qualified university staff assistants
• Coordinate and Develop training sessions for possible event scenarios with Check in Easy.
• Oversee the planning, implementation and logistics of the registration team with Check in Easy day of event.
• Order Champagne for only Sponsor tables
• Design and produce flyers for all opportunity drawings
• Set-Up Opportunity Drawing gifts for event
• Update Check In Easy App and Charge all IPad's
• Banner; Maintain a database of names, addresses and other information concerning donors or sponsors.
• Manage event production from beginning to end, including communication with vendors, processing paperwork, developing site plans, coordinate event set-up, execution and cleanup.
• Arrange adequate medical and security coverage
• Maintain contact with patrons or clients via telephone, email, or written correspondence
• Assists with settlement of event by providing information and determining fiscal accuracy of fees
• Maintains direct contact with personnel of various outside organizations and university departments associated with scheduled events
• Represents university in public relations/liaison capacity on matters relating to events and at college or community meetings
• Negotiates and prepares rental contract determining fees and terms of contract; estimates costs and determines event budget
• Coordinates with renter to determine technical and/or other special requirements needed for event
• Determines resources available such as equipment or labor and compares with event requirements
• Coordinates obtainment of additional resources needed such as equipment rental

Percentage Of Time 25

Job Duty

• A Tribute to Caring
• Assist in planning, creating and overseeing the production of this event
• Order Wine and Champagne for this event
• Take meeting minutes and produce reports for the rest of your team members
• Order, Coordinate Outside Mailing, Prepare and Distribute Invitations.
• Prepare and distribute corresponding materials to President's Office, Board of Trustees, Upper Administration and Development Officers such as invitations
• Process all deposits, payments for venue and vendors for this event
• Order Thank you cards, Meal Tickets, Drink Tickets and Envelopes
• Process PO for all publications orders
• Recruit, Coordinate, Schedule and Train all qualified university staff assistants
• Coordinate and Develop training sessions for possible event scenarios with Check in Easy.
• Oversee the planning, implementation and logistics of the registration team with Check in Easy day of event.
• Design and produce flyers for all opportunity drawings
• Set-Up Opportunity Drawing gifts for event
• Update Check In Easy App and Charge all IPad's
• Banner; Maintain a database of names, addresses and other information concerning donors or sponsors.
• Manage event production from beginning to end, including communication with vendors, processing paperwork, developing site plans, coordinate event set-up, execution and cleanup.
• Arrange adequate medical and security coverage
• Maintain contact with patrons or clients via telephone, email, or written correspondence
• Assists with settlement of event by providing information and determining fiscal accuracy of fees
• Maintains direct contact with personnel of various outside organizations and university departments associated with scheduled events
• Represents university in public relations/liaison capacity on matters relating to events and at college or community meetings
• Negotiates and prepares rental contract determining fees and terms of contract; estimates costs and determines event budget
• Coordinates with renter to determine technical and/or other special requirements needed for event
• Determines resources available such as equipment or labor and compares with event requirements
• Coordinates obtainment of additional resources needed such as equipment rental

Percentage Of Time 25

Job Duty

• Commencement, Convocation and White Coat Ceremonies. Assist in the planning process of the following events alongside the USA detail team for Commencement, Convocation and White Coat planning process.
• Take meeting minutes and produce reports for the rest of your team members
• Assist in planning, creating and overseeing the commencement website with USA and IT
• Manage alongside USA the graduate database from beginning to end, including collecting and distributing information to the corresponding colleges leads.
• Order, Coordinate Outside Mailing, Prepare and Distribute Invitations.
• Prepare and distribute corresponding materials to President's Office, Board of Trustees, Upper Administration and Development Officers such as invitations
• Process PO for all publications orders
• Recruit, Coordinate, Schedule and Train all qualified university staff assistants
• Manage event production from beginning to end, including communication with vendors, processing paperwork, developing site plans, coordinate event set-up, execution and cleanup.
• Arrange adequate medical and security coverage
• Maintain contact with patrons or clients via telephone, email, or written correspondence
• Assists with settlement of event by providing information and determining fiscal accuracy of fees
• Maintains direct contact with personnel of various outside organizations and university departments associated with scheduled events
• Represents university in public relations/liaison capacity on matters relating to events and at college or community meetings
• Negotiates and prepares rental contract determining fees and terms of contract; estimates costs and determines event budget
• Coordinates with renter to determine technical and/or other special requirements needed for event
• Determines resources available such as equipment or labor and compares with event requirements
• Coordinates obtainment of additional resources needed such as equipment rental

Percentage Of Time 25

Job Duty

• Assist University Advancement staff as needed, including occasional switchboard coverage.
• Perform other duties, as assigned.

Percentage Of Time 5

Physical Demands
Do the essential functions of this job require lifting? Yes
If yes, list maximum weight and duration
The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand, walk, sit, use hands, reach with hands and arms, climb, stoop, talk or hear, and smell. The employee must frequently lift and/or move up to and more than 40 pounds. Specific vision abilities required by this job include close, distance, color, and peripheral vision, depth perception, and ability to adjust focus.

Describe Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Duties are normally performed in a typical office or events (indoor/outdoor) setting. In these settings the employee in this job is normally exposed to moving mechanical parts, outdoor weather conditions, extreme cold/heat (non-weather), and risk of electrical shock. The employee is occasionally exposed to wet humid conditions (non-weather). The noise level in these settings is usually moderate.

Copyright ©2017 Jobelephant.com Inc. All rights reserved.

Posted by the FREE value-added recruitment advertising agency

jeid-7dabda17f7dc9c4388a5e2fad2553d0e