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Event Coordinator

University of Maryland
Maryland, United States
Salary Commensurate with experience
Posted date
Aug 20, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Conference & Special Event Administration
Employment Level
Employment Type
Full Time
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The University of Maryland Alumni Association is seeking a dynamic, organized, and customer service oriented event professional to join our team.  The Event Coordinator reports directly to the Assistant Director of Events for the Samuel Riggs IV Alumni Center.  They are responsible for the execution of event rentals within the Alumni Center.  The Event Coordinator manages all aspects of the client events, after contract signing.  This individual serves as the main point of contact for their clients and is responsible for room diagrams, logistics, appropriate paperwork, and onsite event management to ensure a smooth event from start to finish.  
Responsibilities of this position include but are not limited to:  
  • Serve as the main point of contact for assigned client events held at the alumni center.  Manage logistics such as, but not limited to: event sales/contract negotiation, conduct preliminary walk-through meetings with clients, create room diagrams, discuss event needs, negotiate catering on behalf of the client, and arrange parking when necessary.  Will be onsite at all assigned events (roughly 15 per month).
  • Effectively “up-sell” items such as bar packages, in-house uplighting, and staging to enhance the client’s event.
  • Maintain accurate records of events and ensure information is organized.
  • Ensure all billing is complete with the client, working closely with the association’s accounts receivable office.
  • Conduct consistent and reliable communication with clients via email and phone.
  • Complete timely follow-up with clients such as thank you notes or sentiments, and event evaluations.
  • Be onsite for all alumni association signature events to include the Celebration of Terps (annual alumni awards gala), home football tailgates, UMD Homecoming and MD Day.
  • Other Administrative duties as assigned by the Senior Event Manager
Education (include licenses, certifications, etc.): 
Bachelor’s degree preferred. An equivalent combination of education and/or experience may be substituted for the degree.
A minimum of 3 years of experience managing a variety of events.  Successful candidates must have experience using event management and/or diagram software.

Substitution Experience Equivalency
3 years of experience with a Bachelor’s Degree; OR
5 years of experience with an Associate’s Degree; OR
7 years of experience with a High School Diploma or GED.
Knowledge, Skills, and Abilities: 
  • Ability to work independently and in a team environment.  
  • Superior customer service skills and friendly disposition.
  • Excellent creativity, idea generation, and on-target solutions for the development and enhancement of events.
  • Strong organization skills. 
  • Ability to work effectively in a fast-paced, high-quality, high-relationship environment. 
  • Skilled in discovering and anticipating client needs, and designing creative event solutions. 
  • Highly effective verbal and written communication skills. 
  • Proficiency in Microsoft Office and Google Suite.
  • Professional demeanor, both with customers, co-workers, and vendors. 
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