Event Coordinator

Note for Current UM Employees

Current employees must apply internally via ConnectU >

The University of Mississippi

The University of Mississippi fondly referred to as Ole Miss stands as a premier public research institution with a proud legacy of academic distinction. We are devoted to nurturing a vibrant inclusive community where every member student faculty and staff can achieve their fullest potential.

Department Summary

In the Division of Outreach Office of Professional Development Events and Services we strive to provide and deliver high-quality events services and professional development opportunities that enrich both the university community and the broader public. The office values teamwork professionalism and innovation fostering a workplace culture where employees feel valued and motivated. With a strong focus on service excellence and continuous improvement it is a rewarding place to build a career and contribute to meaningful initiatives.

Role Specifications

Below you will find classification and compensation information. For additional details behind the University of Mississippi classification system please visit Human Resource Compensation Page

Family -Facilities Operations

Sub-Family -Events Operations

Career Track / Level -O3

Grade -5

Role Summary

Plans schedules documents and supports service delivery for events using established policies and procedures in order to meet customer need and ensure event compliance with institutional policy and organizational policies and/or conference guidelines.

Examples of Work Performed

1. Pre-Event Management: Gather all information by communicating with all parties involved well in advance of the event to ensure seamless event delivery. Serve as the main point of contact for internal departments and external stakeholders.
2. On-Site Execution and Supervision: Main point of contact for event organizers to take care of all of the event setups needs operations and teardowns.
3. Post-Event Management & Follow-Up: Collect feedback create invoices create post-event reports and other necessary documents

Important Skills:

1. Strong Organizational and Project Management Skills - Ability to manage multiple events and timelines simultaneously.
2. Communication and Interpersonal Abilities - Effective communicator both verbally and written
3. Problem-Solving and Adaptability - Ability to troubleshoot last-minute issues and adapt under pressure.
4. Attention to Detail - Ensuring that nothing is overlooked in logistics scheduling or execution.
5. Technology Proficiency - comfortable using event management software Microsoft Office Suite Products
6. Creativity and Vision - ability to bring fresh ideas to events

• Serve as the primary point of contact for assigned meetings and events scheduled during weekdays evenings or weekends.
• Coordinate with internal staff external clients and vendors to ensure smooth event operations including guest arrivals transportation signage displays special accommodations printing and security.
• Assist with meeting room turnovers and reconfigurations as needed to meet event requirements while assisting with the supervision of student workers.
• Provide clients with requested event supplies equipment food and beverage services and facility support.
• Perform regular meeting room checks to ensure client needs are met spaces are serviced and rooms remain refreshed throughout events.
• Inspect and test audio-visual equipment prior to and during events; troubleshoot technical or audio issues as necessary.
• Manage and maintain an accurate inventory of event supplies.
• Collaborate with other team members regarding the master calendar of meetings and events to coordinate assignments of responsibility for specific events and meetings.
• Prepare and process post-event invoices reports and financial reconciliations for assigned events.
• Performs similar or related duties as requested or assigned.

Essential Functions

These essential functions include but are not limited to the following. Additional essential functions may be identified and included by the hiring department.

1. Communicates with customers to determine event details and recommends service plans and pricing.
2. Schedules logistics and secures resources for all aspects of events including space vendors and staff.
3. Exercises decision making capabilities to resolve event issues.
4. Assists with planning and the creation of promotional materials and resources for events.
5. Prepares pre and post event reports for direct supervisor.

Minimum Education/Experience

Education: High School or Equivalent

Experience:(4) Four Years Experience

Substitution Statement: An equivalent combination of related experience and education may be considered for this role. Substitutions of the required experience or education will be assessed on a 1:1 substitution basis.

Preferred Qualifications

• Ability to manage the day-to-day operational responsibilities of event planning.
• Ability to manage multiple events as well as multiple student workers.
• Ability to establish and maintain relationships with clients and vendors to plan and execute events.
• Ability to work at a fast pace and to work under time constraints.
• Excellent attention to detail organization of workflow and calendars verbal and non-verbal communication with highly effective organizational and time management skills.
• Ability to prioritize and develop solutions for effective decision making.
• Ability to work independently prioritize and handle multiple tasks.
• Proficient with all Microsoft Office applications (Word Excel PowerPoint Publisher Outlook.)
• Ability to work outside of standard hours which may involve some early mornings evenings and/or weekends.
• Ability to lift and/or move large objects.
• A resume and cover letter are both required to apply for this position.

EEO Statement

The University of Mississippi provides equal opportunity in any employment practice education program or education activity to all qualified persons. The University complies with all applicable laws regarding equal opportunity and affirmative action and does not unlawfully discriminate against any employee or applicant for employment based upon race color gender sex pregnancy sexual orientation gender identity or expression religion citizenship national origin age disability veteran status or genetic information.

Minimum Physical Requirements

Physical Requirements: These physical requirements are not exhaustive and additional job-related physical requirements may be added to these by individual agencies on an as needed basis.

Corrective devices may be used to meet physical requirements.

Physical Exertion: The incumbent may be required to lift up to approximately 10 pounds.

Vision: Requirements of this job include close vision. Speaking/Hearing: Ability to give and receive information through speaking and listening.

Motor Coordination: While performing the duties of this job the incumbent is frequently required to talk and hear; and use hands to finger handle or feel. The incumbent is periodically required to sit. The incumbent is occasionally required to stand; walk; and reach with hands and arms

Interview Requirements: Any candidate who is called for an interview must notify the Department of Equal Opportunity/Regulatory Compliance in writing of any reasonable accommodation needed prior to the date of the interview.

Background Check Statement

The University of Mississippi is committed to providing a safe campus community. UM conducts background investigations for applicants being considered for employment. Background investigations include a criminal history record check and when appropriate a financial (credit) report or driving history check.