Event Coordinator, Academic Affairs

Salary: Depends on Qualifications

Location : Sewanee, TN

Job Type: Staff Full-Time

Job Number: 202100312

Division: College of Arts & Sciences

Department: Dean of the College's Office

Opening Date: 11/10/2023

Position Overview

Primary Function:

The Dean of the College's office at The University of the South seeks a dynamic and experienced Event Coordinator to join our team. This role will be responsible for working with department chairs and program directors for event management of public lectures and other large-scale events in the College of Arts & Sciences, ensuring their successful planning, execution, post-event evaluation, and will provide administrative support to the University Lectures Committee. The ideal candidate will possess excellent organizational and communication skills, be highly detail-oriented, and have a proven track record of coordinating successful events.

This position receives general supervision. Specific to general direction regarding the scope of the work to be accomplished and details of the event are discussed with the department/program chair, and the staff member uses judgment and experience to carry out assignments.

Career Band: 2B

Position Description

Typical Duties & Responsibilities:

1. Event Planning and Strategy:

• Collaborate with department chairs, faculty, administrators, and external stakeholders to understand event objectives and requirements.
  
• Develop comprehensive event plans, including budgets, timelines, and logistics.

2. Logistics and Coordination:

• Coordinate all logistical aspects of public lectures and other large-scale events for academic departments and programs in the College of Arts & Sciences, including venue selection, signage and decor, catering, programs and presentation materials, audiovisual equipment, and transportation.
  
• Coordinate with event speakers on lodging and transportation arrangements and their campus itineraries, including arranging escorts and any ancillary events.
  
• Communicate with faculty, administrators, and others regarding their participation in and/or attendance at events; coordinate schedules accordingly.
  
• Coordinate invitation lists, invitations and RSVPs, nametags, dietary and accessibility needs, and briefings for guests and senior administrators as necessary.
  
• Ensure seamless coordination of event schedules, timelines, and activities.
  
• Procure necessary permits and permissions for events held on campus or at external locations.
  
• Ensure accessibility and inclusivity for guests and participants.

3. Vendor Management:

• Source, negotiate with, and manage vendors, contractors, and suppliers to ensure cost-effective and high-quality event services.
  
• Oversee vendor activities to ensure the services are fulfilled.
  
• Oversee contracts, invoices, and payments to vendors in accordance with University policies and procedures.

4. Communication and Promotion:

• Develop event marketing materials, including invitations, posters, and digital content.
  
• Collaborate with the university's marketing and communication office to promote events in a timely manner through various channels including the central University calendar and meet style and design guidelines established by the University.
  
• Maintain regular communication with event stakeholders, providing updates and information as needed.

5. On-Site Event Management:

• Supervise event setup, including the arrangement of seating, signage, and dcor.
  
• Manage event staff and volunteers, assigning roles and responsibilities and ensuring adequate coverage (welcome/registration tables, stewarding special guests)
  
• Ensure the smooth flow of events, troubleshoot any issues, and make real-time adjustments as necessary.

6. Budget Management:

• Create and manage event budgets, tracking expenses and revenues.
  
• Implement cost-saving strategies without compromising event quality.
  
• Prepare post-event financial requests, reports, and evaluations.

7. Post-Event Evaluation:

• Gather feedback and evaluate event success against predefined objectives.
  
• Make recommendations for improvements and share best practices.
  
• Maintain records and documentation for future reference.

8. Other Duties as Assigned.

Judgment Required:

Judgment and discretion as to the use of established policies are required to perform the essential duties of this position.

Machines & Equipment Used:

desktop and laptop computer, printer, telephone, multi-function printer/copier/fax machine, voice recorders, and other peripheral devices as needed.

Budgetary Responsibility:

Monitors expenditures against budget; prepares budget data, reimbursement requests, and invoices for review/approval by fund manager/department or committee chair. Ensures timely processing and payment.

Personal Interaction/Communication:

• Student Contact: Student workers and event participants.
  
• Internal: Faculty, staff, and administrators. Extensive collaboration and frequent contact with faculty co-sponsors of events, marketing and communications, Technology Access and Support, Faculty Technology Coordinators, Sewanee Dining, Facilities Management, and Accounts Payable.
  
• External: Frequent communication with Speakers and guests, their staff, and event participants, suppliers, contracted employees, and colleagues at other universities.

Attributes of a Successful Candidate

Education:
Bachelor's degree

Experience:

Minimum: 3-5 years of experience in event coordination and management or related experience.

Job-Related Skills:

• Strong organizational, multi-tasking, project management, and interpersonal skills are required.
• The individual must be detail-oriented and able to competently and calmly handle multiple concurrent tasks and events.
• Strong computer skills, including word processing, spreadsheet, presentation, and website applications.
• Knowledge of accessibility and inclusivity considerations in event planning is a plus.

Supplemental Information

Working Environment:

Normal office environment, indoor and outdoor event venues. Ability to work flexible hours, including occasional evenings and weekends, as required by event schedules.

Any additional requirements specific to this position:

The University of the South, commonly known as Sewanee, comprises a nationally ranked residential College of Arts and Sciences and a School of Theology. The University is strongly committed to the values of intellectual inquiry, diversity, equity, and inclusion, and living and serving in community. Situated on 13,000 acres atop Tennessee's Cumberland Plateau, Sewanee is known for its stunning natural beauty while providing easy access to Chattanooga, Nashville, and Huntsville. The University is affiliated with the Episcopal Church and seeks to help employees of all backgrounds and identities flourish.

DEI Institutional Statement:

At the University of the South, our commitment to inclusion and belonging is grounded in our core values of community, courage, flourishing, and inquiry. We seek to build a community enriched by our diversity and centered on equity, justice, mutual respect, and shared responsibility.

Equal Employment Opportunity:

The University of the South is an equal-opportunity educational institution that is committed to creating and maintaining a diverse and inclusive campus environment.