Administrative Coordinator and Event Planner

Posting Details

Posting Details

Posting Number
0801684

Classification Title
Administrative Coordinator and Event Planner

Working Title

Department
Research and Economic Development

Department Contact Email
bbowling@centralstate.edu

Job Summary/Basic Function

Job Summary:
The Administrative Coordinator & Event Planner for Research and Economic Development and 1890 Land-Grant Programs is responsible for providing administrative support and planning, organizing, and executing a wide range of events for the organization. This role requires strong organizational skills, the ability to manage multiple tasks simultaneously, and excellent communication abilities to ensure seamless operations. The ideal candidate will be proactive, detail-oriented, and capable of handling both administrative duties and event planning responsibilities with professionalism and efficiency.

Essential Duties and Responsibilities:
Administrative:

• Perform general office duties such as answering phones, scheduling meetings, handling correspondence, and managing office supplies.
• Maintain and organize files, records, and documentation, ensuring compliance with organizational standards and privacy regulations.
• Coordinate and manage calendars for senior RED leadership, scheduling appointments, meetings, and travel arrangements, prepare itineraries, process travel requisitions and reimbursements.
• Assist with data entry, reporting, and document preparation for internal and external stakeholders.
• Support the team with administrative tasks, such as managing emails, filing, creating presentations, and preparing reports.
• Assist with budget tracking and ensure efficient use of office resources.
• Act as a point of contact for internal and external communications, answering inquiries and providing information as needed. Interview, hire, and supervise student workers.

Event Planning & Coordination:

• Plan, coordinate, and execute internal and external events, including meetings, conferences, workshops, retreats, team-building activities, and social gatherings.
• Coordinate and facilitate visits to RED and 1890 Land-Grant Programs for government, community partners, and others.
• Work closely with RED and 1890 LG Program leadership, departments, or constituents to understand event objectives and ensure alignment with organizational goals.
• Develop and manage event budgets, ensuring cost-effectiveness without compromising quality an impact.
• Secure and coordinate event venues, vendors, catering, audiovisual equipment, and other necessary services.
• Handle event logistics, such as invitations, RSVP management, transportation, accommodations, and on-site coordination.
• Develop event schedules and ensure smooth execution by overseeing all aspects of event coordination.
• Serve as the main point of contact during events, managing registration, guest services, and troubleshooting issues as they arise.
• Evaluate events post-completion, gathering feedback and preparing reports to assess success and areas for improvement.
• Cooperate with Red Communications team and University marketing and public relations to promote and publicize.

Other Responsibilities:

• Assist with special projects as assigned by RED and L-G leadership. Maintain a positive and professional demeanor when interacting with guests, stakeholders, and colleagues.
• Provide recommendations for improving processes and event experiences.
• Stay up-to-date with industry trends and best practices in event planning and administration.
• Ensure that events and administrative tasks comply with organizational policies, procedures, and health & safety regulations.
• Other duties and responsibilities as assigned.

Minimum Qualifications

Required Knowledge, Skills, and Abilities:
• Strong organizational skills and detail oriented with the ability to navigate complicated institutional terrain within a diverse multicultural environment.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams) and event management software (such as Cvent, Eventbrite, or others).
• Ability to manage multiple projects and deadlines in a fast-paced environment.
• Problem-solving skills with the ability to handle challenges during events.
• Knowledge of budgeting and financial tracking.
• Experience with digital event platforms (virtual or hybrid events).

Minimum Qualifications:
• Bachelor’s degree in Business Administration, Event Management, Hospitality, or related field (preferred).
• Minimum of 2-3 years of experience in administrative support and event planning, or a related role.

Preferred Qualifications

Posting Date
12/04/2024

Closing Date

Open Until Filled
Yes

Special Instructions to Applicants

In accordance with Federal civil rights law and U.S. Department of Agriculture ( USDA ) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, religion, sex, gender identity (including gender expression), sexual orientation, disability, age, marital status, family/parental status, income derived from a public assistance program, political beliefs, or reprisal or retaliation for prior civil rights activity, in any program or activity conducted or funded by USDA (not all bases apply to all programs). Remedies and complaint filing deadlines vary by program or incident.
Persons with disabilities who require alternative means of communication for program information (e.g., Braille, large print, audiotape, American Sign Language, etc.) should contact the responsible Agency or USDA’s TARGET Center at (202) 720-2600 (voice and TTY ) or contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English.
To file a program discrimination complaint, complete the USDA Program Discrimination Complaint Form, AD-3027, found online at How to File a Program Discrimination Complaint and at any USDA office or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by: (1) mail: U.S. Department of Agriculture, Office of the Assistant Secretary for Civil Rights, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or (3) email: program.intake@usda.gov. USDA is an equal opportunity provider, employer, and lender.

Position Category
Staff - Monthly (Exempt)

Budgeted Annual Salary
commensurate with experience

Supplemental Questions

Required fields are indicated with an asterisk (*).

Required Documents
Required Documents

1. Resume
2. Cover Letter
3. Unofficial Transcripts

Optional Documents