Coordinator, Law School Events Services

This is a full-time temporary benefit-based position with an anticipated end date of June 30 appointment is renewable at the discretion of the University and dependent upon performance and continued funding.

The Coordinator Law School Events reports directly to the Associate Director Law School Event Services and supports the logistics associated with hosting Law School inter-departmental and Dean suite events as well as other law school events that directly support and/or engage law school students staff and administrators. Implements event strategic planning as directed by the Associate Director as well as supports actual events. This position is responsible for scheduling and executing the design provided for Law School department events and programs both on and off campus including all logistics and set-up coordination. This position is also responsible for data management to support strategic planning efforts. The position will regularly work in collaboration with constituents of events and programs to ensure all events are consistently executed with the highest level of quality and support the law schools mission. The Coordinator will assist the Associate Director with record-keeping of all financial aspects of budgets for law school events that directly support and/or engage law school students staff and administrators including the Dean of the law school.

Duties and Responsibilities:

Event Planning

• Work directly with Associate Director Law School Event Services and law school department events points of contact across the law school community to coordinate and execute programs and events.
• Work directly with vendors under the supervision of the Associate Director to ensure a successful event by helping to oversee full service logistical planning for events of all size and scope.
• Assist the Associate Director with data input to be able to evaluate and analyze all events in order to make recommendations for future events.
• Compile summaries of events such as demographics of participants costs etc. to be used in analysis.
• Make recommendations that contribute to process improvements to law school event planning and implementation.
• Under the supervision of the Associate Director manage law school department events webpage content.
• Assist Associate Director in guiding law school departments as to event policies procedures and best practices to ensure consistent quality of law school events.
• Research information for Associate Director to use in negotiating budget proposals determine budgetary limitations make cost-saving recommendations and monitor on-going expenses to ensure an event stays within the allocated budget.
• With supervision from the Associate Director reconcile event budgets and generate draft budget reports.

Event Support

• Assist departments and/or Law School Communications & Marketing team with the production of marketing materials to promote events that support law school goals and that the design and production of digital printed and promotional materials that directly support and/or engage event participants are consistent with branding standards of the law school and the university.
• Under the supervision of the Associate Director and/or department points of contact assist in coordinating logistics for potential speakers and event attendees for law school department events.
• Manage and track event sponsorships coordinated by Associate Director and communicate with sponsors to ensure agreed upon benefits are delivered.
• Maintain event databases used to track guest attendance including managing input of guest information multiple guest lists and subsequent detailed reports.
• When appropriate provide support to ensure that space is set-up as needed for events and activities and is returned to standard after the completion of the events.
• Provide on-site support for Dean suite hosted events as directed by the Associate Director.

Scheduling

• Assist in maintaining master calendar for law school department events and notify Associate Director of any other law school event conflicts.
• Support Associate Director in managing scheduling and operations of law school facilities and when appropriate act as point of contact for internal and external groups and manage needs and expectations of those participating in law school department events as directed by the Associate Director.
• At the direction of the Associate Director use EMS to schedule send confirmations /agreements manage events and provide setup reports for law school facilities team.

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Minimum Qualifications:

• High School Diploma or GED (General Education Diploma) required. Bachelor degree preferred in communication marketing public relations or other degree specific to special events.
• One year professional event and/or food & beverage conference planning and/or facility management experience required. Bachelor degree may be substituted for 6 months of required professional experience.

• Demonstrated competency in in Microsoft office applications with intermediate Word and Excel skills required. Experience with Concur and Workday highly desirable.
• Proven ability to manage complex logistical situations. Evidence of ability to identify problems and to develop appropriate responses to complex issues involved in special event execution.
• Experience with budget management and/or record-keeping is desired.
• Must be able to work independently take initiative and ascertain priorities in a dynamic environment of regular interruptions multiple projects and deadlines.
• Must have excellent interpersonal skills and organizational skills including tact diplomacy and flexibility as well as the ability to work with all levels of individuals and groups including faculty staff and outside vendors.
• Must demonstrate ability to communicate effectively verbally and in writing with a demonstrated knowledge of style syntax and grammar of the English language.
• Commitment to communicating and adhering to university policies regarding reasonable and appropriate business expenditures is expected.
• Must be willing to work outside of standard work hours including weekends and evenings.
• Valid drivers license.

Hours: 37.5 hours per week

Closing date:Open until filled