Events Planner (Temporary)
Events Planner (Temporary)
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Job Description
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The Events Planner is responsible for assisting with the planning and execution of the University commencement ceremonies and other assigned divisional projects/events in support of the University of Miamis Office of Commencement & Special Projects within the Division of Student reports directly to the Executive Director of Commencement and Special Projects and works closely with various departments across the University of Miami to ensure well-coordinated logistics provide event coordination and administrative support for assigned will also update the budget work with vendors and ensuring they are all paid in a timely manner manage the email account on-site troubleshooting at events as well as other general office duties as needed. This position must be able to work under minimal supervision in a fast-paced events-focused environment. The position will help with logistical planning in addition to administrative duties which requires attention to detail capacity to multi-task and ability routinely take initiative and prioritize deadlines. Work will require evening and weekend hours with advance notice.
PRIMARY DUTIES AND RESPONSIBILITIES:
Event Planning Production and Management
- Assists in planning and execution for the seven commencement ceremonies held in the spring at the University of Miami.
- Creates the timeline and checklist of related responsibilities from inception to successful completion in consultation with the Executive Director of Commencement & Special Projects.
- Develop relationships with each school and college liaison and various business vendors as the main point of contact on behalf of the Office of Commencement & Special Projects
- Collects content and assists Executive Director in proofreading large amounts of data for accuracy flow and grammar.
- Maintains and uploads data into various programs that are used for Commencement which require advanced Excel for data manipulation (Cvent MarchingOrder Qualtrics Regalia Manager etc.).
- Maintain departmental website by updating content each semester with relevant information that includes commencement dates and student deadlines.
- Prepares binders for production briefing and maintains production schedule
- Provides support for event set-up and breakdown including transporting materials to and from warehouse and site location.
- Attends and serves as the on-site lead and contact person for all key individuals/vendors involved - radios golf carts shuttles closed caption regalia distribution.
- Works with a variety of on-campus and external venues/facilities (i.e. Watsco Center and Hard Rock Stadium)
- Coordinates signage special needs requests printing parking valet and event security as needed.
- Requires evening and weekend hours during Commencement week in May.
Financial
- Responsible for monitoring and tracking associated revenue and expenses for the Office of Commencement.
- Completes month-end reconciliation of accounts.
- Responsible for processing of purchase orders expense reimbursements and ensures vendors are paid in a timely manner.
Office Management
- Provide a high level of customer service to University of Miami students and families/guests regarding commencement inquiries via phone e-mail and in-person meetings.
- Communicate with University of Miami faculty senior administrators and staff providing commencement details and responding to inquiries regarding their participation in the ceremonies.
- Prepare reports based on sales and survey response and organize ceremony data.
- Utilize University-specific online systems for completion of administrative tasks including: vendor invoicing and ordering vendor contracting and performance agreements facility and custodial work order requests telecom and data service requests.
- Answer department telephones return voicemail and route calls.
- Manage departmental e-mail and calendar.
- Maintain an organized workspace storage room and updated inventory of office supplies
- Schedules coordinates and creates agendas for meetings.
- Orders office supplies.
- Other duties as assigned.
EDUCATIONAL REQUIREMENTS
- Bachelors degree in Communications/Marketing/Business or events related field.
WORK EXPERIENCE REQUIREMENTS
- 2-3 years of relevant work experience is required.
KNOWLEDGE SKILLS AND ABILITIES
- Proficient in Word Excel Power Point and Outlook.
- Must be comfortable balancing multiple tasks with overlapping deadlines simultaneously in fast paced office environment.
- Excellent oral and written communications skills
- Exceptional interpersonal skills
- Outstanding customer service skills.
- Candidate demonstrates the ability to work independently with minimal supervision.
- Bilingual in English and Spanish a plus.
The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.
Job Status:
Full timeEmployee Type:
TemporaryPay Grade:
A6Employment Type
Full-Time
