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Staff Associate - Coordinator of Campus Events - Framingham State University

Employer
Framingham State University
Location
Massachusetts, United States
Salary
$59,000.00 - $64,000.00
Posted date
Sep 27, 2021

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Position Type
Faculty Positions, Education, Other Education
Employment Level
Administrative
Employment Type
Full Time
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Location: Framingham, MA Category: Staff Posted On: Mon Sep 20 2021 Job Description:

GENERAL STATEMENT OF DUTIES:

Campus Events fosters a positive image of Framingham State University among current and prospective students, alumni, donors, parents, faculty and staff, business and political leaders, and the MetroWest community. The Coordinator of Campus Events will provide leadership, professional expertise, and direction in the planning and execution of high quality events and functions; identify and facilitate discussion and decisions about issues impacting events; and ensure that campus wide priorities are reflected in the planning and presentation of events.

The Coordinator of Campus Events will report to the Assistant Vice President of Facilities and will coordinate all events and meetings taking place on campus.

SUPERVISION EXERCISED:

Assistant Vice President of Facilities

SUPERVISION RECEIVED:

Audiovisual Technician II, Staff Assistant, Contracted administrative position, and approximately 25 Student employees

EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES:

  • Providing oversight for the Department of Campus Events, ensuring that the goals of the Department and the University are met.
  • Managing special events from conception to execution and evaluation, involving other departments or outside vendors, as necessary. Planning and arranging for all details, including, venues, floorplans, accessibility and accommodations requests for persons with disabilities, catering, audio-visual, nametags, invitations, programs, menus, decorations, site set up, site teardown, managing event budgets, and evaluating event success.
  • Managing the computer based reservation system (25Live) for use of campus event facilities; looking for opportunities where communication, processes, and coordination with other constituencies can be enhanced with 25Live.
  • Establishing relationships with University staff and student leaders to plan events to support their efforts and advance the University mission; establishing and maintaining good relations with Academic Affairs, Faculty, Dining, Facilities, student leaders, University Police, and other campus departments. Consulting with leading volunteers, donors, award recipients involved in particular events; sharing all pertinent event information, research, response lists and seating plans with the relevant parties.
  • Working closely with the Office of the President to plan and organize all activities related to Framingham State University Commencements.
  • Developing and maintaining highly professional standards and procedures for production of events in keeping with the image and reputation of Framingham State University
  • Providing excellent leadership for the Campus Events staff to ensure high-quality, professional delivery of services to the campus community and external clients. Performing supervisory tasks including hiring, safety training, disciplinary actions, and professional development.
  • Seeking out opportunities to increase revenue through expanded use of our facilities by non-FSU groups. Ensuring that real costs to the campus, including facility and staff impact, are considered and are included in pricing structure. Working with the Chief of Staff and stakeholders (i.e. University Police, Facilities, Dining, Residence Life) to develop policies and procedures that successfully expand outside rentals and community usage of campus facilities.
  • Providing planning and projections for short term, as well as long term event calendar.
  • Reviewing bills and department charges pertaining to events, and providing oversight for the departmental budget.
  • Other tasks as required in support of Campus Events and Framingham State University.

WORKING CONDITIONS:

  • Flexible schedule to allow for evening and weekend hours.
  • Capable of performing some physical labor tasks, such as lifting 40 pounds, climbing an 8-foot step ladder, and rearranging furniture.


Job Requirements:

MINIMUM QUALIFICATIONS:

  • Demonstrated experience supervising professional staff, preferably in a higher education and/or event planning setting.
  • Minimum of 3 years of event planning related experience, including management of multiple high-quality events.
  • Demonstrated ability to perform long term and short term event planning and budgeting.
  • Excellent organizational and communication skills and well-developed Interpersonal skills for dealing with Campus Events staff, event organizers and event participants.
  • Strong attention to detail. Ability to think creatively. Ability to handle conflicting priorities and makes decisions quickly and Independently.
  • Knowledge and experience effectively using computer systems with emphasis on budgeting, list management, and report production. Working knowledge of Microsoft Office suite of programs, Including Power Point.
  • Demonstrated ability to work in high-energy, collaborative, multicultural environment and to juggle multiple tasks.
  • This position is accountable for ensuring that affirmative action, equal opportunity and diversity are integrally tied to all actions and decisions in areas of responsibility.

PREFERRED QUALIFICATIONS:

  • Bachelor's degree in business or related field
  • 5 or more years of event planning experience
  • Experience with 25Live or similar event planning software
  • Experience working with student employees
  • Familiarity with fire code and other safety regulations that can impact event set ups and execution.
  • An understanding of the importance of donor cultivation activities to achieve fundraising goals
  • Familiarity working in a unionized environment. Current contracts within Campus Events are APA & AFSCME.
  • Candidates who are bilingual in English and Spanish or English and Portuguese are strongly encouraged to apply.


Additional Information:

This is a full-time, exempt, benefits-eligible position in the Association of Professional Administrators (APA) bargaining unit with a title of Staff Associate/Coordinator of Campus Events. The salary range is $59,000-$64,000.

It is the policy of Framingham State University that all employees be vaccinated against COVID-19 before they begin employment. Proof of the COVID-19 vaccine is required of all individuals hired by FSU, to be verified after a verbal offer of employment has been accepted, and before employment begins. Prospective employees may submit a request for a medical or religious exemption to the COVID-19 vaccination requirement to Human Resources. Furthermore, FSU employees must wear a mask inside campus buildings.

Framingham State University conducts criminal history and sexual offender record checks on recommended finalists prior to final employment for all positions.

Framingham State University is an equal opportunity/affirmative action employer.

Members of underrepresented groups, minorities, women, veterans, persons with disabilities, and all persons committed to diversity and inclusive excellence are strongly encouraged to apply.

PI148003539

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