Coordinator, Special Events

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JOB TITLE SUMMARY

Job Title: Coordinator, Special Events

Division: Advancement and Communications/Office of the President

Evaluation Group:

FLSA Status: Exempt

Starting Salary: $ 42,986.00 +

Reports To: Director of Alumni Relations and the Executive Assistant to the President

Job Summary

The special events coordinator plans, organizes, promotes, and implements all facets of special meetings, as well as internal and external events. This position collaborates with University employees, vendors, students, and guests to oversee key events from conception to cleanup.

Essential Job Functions and Performance Indicators

The intent of this job description is to provide a representation of the types of duties and level of responsibility that will be required of positions given this title. This job description shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Job Responsibilities and Execution

• Plans and organizes all details for Office of the President- and Advancement and Communications-sponsored special events, including: budgeting and insurance; scheduling, location, dcor, catering, and entertainment; promotional materials; invitations and guest lists; transportation; technology setup/teardown; and legal, health, and safety compliance
• Provides on-site event presence and support to ensure success, preventing potential issues and troubleshooting emerging problems
• Researches and compares area venues and vendors to ensure competitive services and pricing
• Maintains relationships with outside groups to promote University facilities for event rental
• Serves on Homecoming and Dark Carnival committees to ensure planning remains on schedule
• Helps with alumni events, alumni visits, the alumni engagement platform, and related administrative duties

Service Excellence

• Establishes and maintains effective relationships with faculty, staff, colleagues, vendors, and students
• Strives to provide exceptional hospitality for all stakeholders and event guests
• Supports the mission of the University and serves as an ambassador of the Q2 culture of service excellence
• Models, supports, and holds others accountable to the University’s values – integrity, dedication, excellence, creativity, and teamwork

Communication, Teamwork, and Collaboration

• Collaborates with suppliers, contractors, employees, and wait staff to produce seamless events
• Serves as a University employee resource for sharing event advice and professional expertise
• Works with marketing staff to promote and create communications for Lindenwood events
• Collaborates with campus departments to develop University-wide event calendar
• Works with facilities coordinator to reserve venues and to obtain all necessary rental paperwork, including insurance coverage
• Interacts with University employees and guests to obtain feedback on venue and event services

Job may require other duties as assigned.

Required Qualifications – An equivalent combination of education, training, and experience will be considered. Additional requirements may be designated by position.

• Bachelor’s degree in hospitality management or related field
• Experience with social media marketing
• Knowledge of Microsoft Office Suite, Microsoft Office Teams, and Zoom
• Minimum of 2 years’ experience working in event planning preferred
• Completion of vaccination status survey and proof of COVID-19 vaccination or a negative COVID-19 test within 72 hours of hire.

Knowledge, Skills, and Abilities – May be representative, but not all inclusive, of the knowledge, skills, and abilities necessary to perform this job competently.

• Demonstrated ability to work effectively with individuals from diverse communities and cultures
• Excellent customer service, sales, and interpersonal skills
• Ability to remain calm during crises and high-pressure events in progress
• Negotiation skills to influence vendors’ prices
• Excellent organizational skills
• Problem-solving skills to quickly resolve event issues as they occur
• Ability to manage multiple projects independently
• Demonstrated commitment to designing and implementing creative and innovative events

Work Environment – Environmental or atmospheric conditions commonly associated with the performance of this job’s functions.

• General office setting
• Varied hours, including nights and weekends, based on event schedule and demands

Physical Abilities – The physical demands described below are representative of those that must be met by an employee to successfully perform this job’s essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to work effectively at a computer for up to eight hours daily
• Ability to sit and stand for extended periods of time
• Regular attendance is a necessary and essential function
• Ability to carry up to 20 pounds, set up, work, and break down events

Equal Opportunity Employer

Lindenwood University is an Equal Opportunity employer. The University complies with appropriate federal, state, and local laws and provides equal employment opportunities and access to educational programs without regard to race, color, religion, gender, age, sexual orientation, gender identity, national origin, veteran status, disability, or any other protected status to all qualified applicants and employees. Lindenwood University is committed to a policy of non-discrimination and dedicated to providing a positive discrimination-free educational work environment.