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Events Coordinator

Job Details



About Unity:
At Unity Environmental University we are on a mission tomake environmental education accessible and affordable to all. Our unique model combines a functional hierarchy and project-based structure through our four Sustainable Education Business Units (SEBUs) to promote collaboration and innovation (Distance Education, Sustainable Ventures, Hybrid Learning and the Technical Institute for Environmental Professions). We prioritize our students' needs above all else, offering a variety of modalities, including hybrid, in-person, hyflex, and online. Our innovative and inclusive culture prepares students to tackle real-world challenges and cultivate the next generation of environmental professionals and leaders who can make a positive impact on our world.

Our Mission:
We are dedicated to delivering quality education and experiences that produce outstanding environmentally competent professionals and inspire individuals from all walks of life to steward sustainable ecosystems.

The Opportunity:
Reporting to the Associate Director of SEBU Communications & Events, the Events Coordinator is responsible for all planning, administrative, and management functions required to deliver exceptional internal events across the Unity Environmental University Enterprise. The Events Coordinator supports external revenue-generating event management when directed. Within the framework of functional leadership, the coordinator supports the marketing team to realize the Unity Environmental University mission and strategic plan. The position is in New Gloucester, Maine, with some travel expected.

Day to day responsibilities:
  • Manage all logistics of the University events such as commencements, speakers, panels, and ribbon cuttings to ensure successful delivery and convey the Unity Environmental University brand.
  • Maintain high standards of customer service, consistency, and accuracy, appropriate to the content of events.
  • Work with appropriate units and personnel such as Maintenance, Custodial, Public Safety, and Dining to ensure integrated services for event needs.
  • Coordinate enough staff to ensure event set up and take down and pre/post event clean-up.
  • Manage all details, such as checklists and contracts with internal clients. This includes following up with client paperwork, ensuring contracts are followed, and updating, reviewing, and renewing contracts as appropriate.
  • Handle proposals, billing, and invoicing in coordination with the business office.
  • Proactively handle issues and troubleshoot any problems before and on the day of the event.
  • May support other Unity Environmental University events as assigned.
  • Stay abreast of changes in the events planning environment and make recommendations for ongoing improvements.
  • Work effectively with external vendors to secure additional services as needed to ensure successful execution of events.
  • Maintain recorded (video) records of events for the website and for the archive.
  • Create documentation for events to ensure clear guidelines for execution.
  • Take the lead in assessing event success and gather feedback for improvement.
  • Demonstrate responsible budget management, billing, deposit, and reporting.
  • Maintain inventory of event supplies, replacing items when needed.
  • Pro-actively communicate challenges, successes, and failures with leadership.
  • Coordinate communication plan for event information, including the website, internal and external emails, and social media.
  • Work as a vital member of the marketing team create and publish materials that align with brand messaging and strategy and promote the University.
  • Occasionally provide digital photography and short video elements for the use of the marketing team.
  • Proofread and edit content to ensure consistency, accuracy, and readability.
  • Other duties as assigned.

Qualifications

Do you have the skills?
  • High school diploma and 3 or more years of experience with office administration, facilities management, and/or event coordination.
  • Ability to understand, produce, and follow budgets and reports, and apply basic accounting principles and processes.
  • Demonstrated ability to manage administration and logistics in a busy special events environment.
  • Ability to manage multiple projects and work assignments from a variety of staff and volunteers.
  • Ability to accomplish projects with little supervision.
  • Proficient using the latest versions of Microsoft Word, Excel and PowerPoint, and mail merges; email and web searches.
  • Must be able to work as a team with multiple departments.
  • Excellent interpersonal skills both in person and by phone, with high professionalism.
  • Fantastic customer service ethic and high expectations for quality.
  • Ability to work effectively with other administrative offices.
  • Uses accurate spelling and grammar in written communications.
  • Ability to obtain valid Maine driver’s license.
  • Ability to function effectively within a matrix organizational structure, maintaining open lines of communication while being discreet, courteous, and well poised.
  • Ability to work some weekends and evenings, as needed.
P referred:
  • Bachelor’s degree.
  • Experience in higher education, destination conferences or destination hospitality.
  • Prior experience with an events management system.
  • Experience with video capture and editing or social media content creation.
  • Experience with coordinating virtual events.
Are you contemplating the job but uncertain if you should apply? We encourage you to reach out to us regardless. At our company, we acknowledge that not everyone begins their professional journey with equal advantages, opportunities, or privileges. Therefore, we value your unique skills and experiences. Take a chance and submit your application; you may be precisely the individual we're searching for!

Location: Pineland Farms, New Gloucester, Maine
Just a half hour from Portland, Unity Environmental University Headquarters, Unity Environmental University Distance Education, The Technical School for Environmental Professions, and the School of Environmental Business & Sustainable Ventures are based at the Pineland Farms campus. The facilities are within easy access to one of the fastest-growing cities for startups in the country.

Work Schedule:
Work hours are specific to the requirements of this position and can include days, evenings, weekends. Working extended hours may be required as needed and Unity Environmental University employees must be flexible and cooperative in fulfilling their responsibilities while meeting the University's needs.

Although at Unity Environmental University Enterprise employees are generally scheduled to work at their base location, there are times when travel is necessary and employees are required from time to time to attend events, meetings or work temporary assignment at any Unity Environmental University location.

Physical Demands:
While performing the duties of this job, it is regularly required to sit and talk or hear. The employee is occasionally required to stand or walk. The employee must occasionally lift and/or move up to 20 lbs. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. The use of either hand for repetitive movements such as grasping, grasping, and turning, and fine manipulation is required as is the ability to use the telephone for internal and external communications.

Company Perks:
Unity Environmental University offers a comprehensive and competitive compensation and benefits package for its faculty and staff. Benefits for eligible employees include:
  • Paid holidays off
  • 4 weeks of PTO
  • Medical, Dental, and Vision Insurance
  • Flex work benefit
  • Short- and Long-term disability
  • Life Insurance
  • Retirement Plan with up to 8% match
  • Relocation Assistance

Company

 Unity Environmental University.

At Unity, a private university in Maine, sustainability isn’t a buzzword. It’s the foundation of our entire approach, and has been for more than 50 years.

We apply sustainability principles to everything we do, from our properties around the State of Maine, to our online degrees offered to students everywhere, to our enrichment experiences and entrepreneurial endeavors at locations from northern Maine to Arizona to Brazil.

Engage with Unity Environmental University and you’ll start to ask tough questions, challenge the status quo, and envision new possibilities. If taking the lead in creating a more sustainable future sounds like the future you want, we can make it happen.

Unity Environmental University

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