Events and Marketing Specialist

NOTE: Applications require both a resume and a cover letter. Incomplete applications will not be considered.

Position Summary:

The Events and Marketing Specialist at Vanderbilt Universitys Dyer Observatory will play a pivotal role in advancing the observatorys mission to inspire public interest in STEAM (science technology engineering art and math) and culture. This position is responsible for cultivating and expanding the Dyer audience including revenue generation through client cultivation event planning and execution marketing and communications for Dyer programs and private rentals and partnering on communications outreach and brand management. Supporting fundraising strategy and campaigns is also a key component of this role. The role will be public-facing and will engage partners within and outside of the university. The role also requires attendance at most events and therefore the ability to work nights and weekends when needed.

About the Work Unit:

Vanderbilt Dyer Observatorys mission is to inspire public interest in science technology engineering math and astronomy through community events student outreach and educational resources. The Observatory is an inholding within the boundaries of Radnor Lake State Park and is home to the historic Seyfert Telescope. The facility provides a variety of STEM educational opportunities and summer science camps. It also hosts teacher workshops lectures field trips celestial viewings and general tours to achieve its overarching mission to bring the excitement of astronomy and physics to students and the public throughout the middle TN region. Public events such as Bluebird on the Mountain concerts and private rental events also utilize this unique property.

Dyer Observatory is housed within the Division of Government and Community Relations (GCR). The division is responsible for the universitys advocacy work with all branches of government and for leading community initiatives and fostering and supporting community engagement.

Key Functions and Expected Performance:

Event Management

• Manage all event logistics including securing contract services as needed (e.g. equipment rentals public safety parking catering florals AV cleaning) procurement of supplies scheduling and managing event Flex staff and executing tasks according to the timetable from setup to tear down.
• Develop and implement standard operating procedures for events always identifying areas for improved processes.
• Enforce guidelines and policies for the facilitys use.
• Manage event calendar and schedule event spaces ensuring optimal and concurrent use of the site without competing conflicts.
• Track event performance metrics (i.e surveys) analyze results and report on event success to inform future strategies.
• Serve as the primary point of contact for event-related correspondence managing all inquiries and requests regarding rentals conferences site availability and capacity.
• Ensure the complete and proper execution of all rental contracts including timely collection of all fees and certificates of insurance.
• Manage ticketing and event registrations through Eventbrite or other platforms.
• Execute elite-level hospitality and customer service ensuring client needs are met.
• Professionally represent Dyer to a wide range of stakeholders.
• Be present at most events able to work nights and weekends.

Communications and Marketing

• Create and execute Dyers marketing andcommunications strategies advancing Dyers mission of being a community resource and furthering Dyers goals.
• Develop and execute marketing plans to promote Dyer as a venue for meetings and events aligning with strategic objectives including identifying and promoting to potential clients/partners.
• Partner with the Director and internal partners on execution of Dyer fundraising strategy.
• Regularly update and maintain the Dyer Observatory website.
• Manage organization and workflows to generate regular newsletters social media posts and other communications campaigns with compelling messaging that drives interest and promotes event attendance processes and work product should align with standards set by GCRs Communications Strategist.
• Manage all Dyers social media channels and digital marketing tools.
• Manage the database of Dyer digital photo and video assets.
• Incorporate best practices for execution of marketing and communication plans.
• Review metrics and conduct post-communication analysis to provide recommendations for future improvements and optimizations.
• Track data on the demographics and entities served by Dyer Observatory (utilizing a CRM database) to help inform community impact and outreach strategy.

Financial Management andAdministrative Operations

• Assist in developing and tracking project and event budgets (with support from the divisions Financial Unit Manager and Director of Business Operations).
• Manage spending for events and communications related work at Dyer through procurement and corporate credit card purchases ensuring purchases and vendor contracts are within budget and in compliance with campus procurement and expense policies.
• Ensure that all purchases are invoiced and paid on time and deposits are processed on time.
• Ensure all credit card transactions are Payment Card Industry (PCI) compliant and implement PCI procedures.
• Ensure proper filing and documentation of all contracts payments and other records as required.
• Other duties as assigned.

Supervisory Relationships:

• This position has supervisory responsibility for managing Flex employees hired for event education and support as well as volunteers assisting with public events.
• This position may involve supervisory responsibilities in managing student workers who support communications and hospitality.
• This position reports administratively and functionally to the Director of the observatory.

Education and Certifications:

• A bachelors degree from an accredited institution of higher education or an equivalent combination of education relevant military experience and relevant skills is required.

Experience and Skills:

• At least three to five years of related experience is required.
• Experience in higher education or community relations is preferred.
• Experience with event coordination and logistics is required.
• Experience with marketing campaigns is required.
• Excellent organizational and planning skills are necessary.
• Experience in project management isstrongly preferred.
• Superior time management skills with the ability to manage multiple complex projects efficiently and effectively with quick turn-around is necessary.
• Exceptional interpersonal skills with the ability to interact and maintain vibrant connections with individuals across the university and externally is necessary.
• Superior verbal and written communication skills and the ability to articulate and present information to various and diverse audiences are necessary.
• Highest personal and professional integrity with demonstrated ability to handle high level sensitive and confidential information is necessary.
• Demonstrated ability to analyze understand and use data is necessary.
• Proficiency in office software tools (e.g. Microsoft Excel Word PowerPoint) and other software tools for communication (Microsoft Teams) is necessary.
• Experience with social media is necessary.
• Experience with website design is preferred.
• Experience with Salesforce (CRM database) is necessary.
• Experience with Trello or similar project management platforms is preferred.
• Comfortable with various technology platforms to develop electronic and print communications presentations and basic infographics (e.g. WordPress Canva) is necessary.
• Strong proofreading and editing skills with precise attention to detail are necessary.
• A professional attitude and considerable tact persuasion and judgment when interacting with internal and external constituents is necessary.
• Comfortable operating in a challenging and at times ambiguous business environment is necessary.
• Exhibit a growth mindset with a willingness to rapidly learn new skills when the situation demands it is necessary.