Posting Details
Position Information Position Number008520Position TitleSpecial Events Coordinator - 008520DivisionDevelopment and Alumni RelationsDepartment100600 - University Special EventsMinimum QualificationsBachelor’s degree in a related field from an accredited institution as approved and accepted by the University of South Alabama and one year of directly related experience. An equivalent combination of education and experience may be considered.Preferred QualificationsJob Description SummaryThe University of South Alabama’s department of Development and Alumni Relations is seeking to hire a Special Events Coordinator. Interested candidates should apply to be considered. Essential Functions These are the job duties required of the position.Essential Functions- Works creatively and with limited supervision on the research, planning, communications, and implementation required to successfully complete various special events for the Office of Development and Alumni Relations and events for other campus departments as assigned by the Manager, Special Events.
- Assists with event visual identity, including but not limited to communication such as invitations, logos, marketing collateral, decor and production assets as necessary.
- Works with internal and external clients to ensure campus guidelines are followed,paper and electronic forms are completed accurately, and supporting documentation is on file.
- Tracks and manages event timelines and deliverable; facilitates pre-event meetings to review the detailed schedule of activities and troubleshoot as necessary.
- Prepares budget estimates for events as required, including previous years where applicable, and keeps records of actual expense incurred by event.
- Processes invoices, contracts, parking requests, shuttle requests, facilities work orders, catering requests, budget transfers, reserves rooms, orders supplies, etc. in an accurate and timely manner.
- Provides high level customer service to on and off campus constituents, as well as students during interactions and events.
- Requests and maintains events in Blackbaud Razor’s Edge Databases, Events Pages in Net Communities, Events in GIve Campus, Google forms and Jot forms to track RSVP’s and attendance for events.
- Attends and assists events on and off campus, as assigned, including evenings and weekends.
- Serves as additional software administrator to Events Manager for the EMS (Events Management Software) & Master Calendar systems.
- Inputs class schedules from a report on a weekly basis.
- Sends weekly event reports to key entities regarding upcoming events so that major parties are aware and can plan ahead in the event of any overlap on resources.
- Creates accounts for external EMS users.
- Oversees the daily management of the Master Calendar System including reviewing and approving event descriptions and associated imagery n congruence with our Marketing and Communications Strategy.
- Manages and maintains Special Events department email address, answers routine questions regarding standard policies and procedures under the Manager’s jurisdiction.
- Answers and forwards emails to appropriate parties in a timely manner.
- Establishes, maintains, processes and updated files, records, certificates and/or documents for the department.
- Manages the department’s accounts payable.
- Orders supplies for the department.
- Represents the department in meetings as required.
- Regular and prompt attendance.
- Ability to work schedule as defined and additional hours as required.
- Related duties as required.
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * Are you at least 18 years of age?
- Yes
- No
- * Do you have a legal right to work in the United States?
- Yes
- No
- * The University of South Alabama typically does not sponsor individuals for staff positions. Will you now or in the future require sponsorship for employment visa status?
- Yes
- No
- * What is the highest level of education you have completed?
- Less than High School
- High School Diploma or equivalent
- Associates Degree
- Bachelors Degree (or will obtain within 6 months)
- Masters Degree (or will obtain within 6 months)
- Terminal Degree (or will obtain within 6 months)
- * How many years of related experience do you have?
- Less than 1 year
- Between 1 - 3 years
- Between 3 - 5 years
- Between 5 - 7 years
- More than 7 years
- * How did you hear about this position?
- USA website
- Zip Recruiter
- Indeed
- HigherEd Jobs
- Alabama Career Center / Alabama Works
- Word of mouth
- Other
Applicant Documents
Required DocumentsOptional Documents- Resume
- Cover Letter
The University of South Alabama is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, pregnancy, sexual orientation, gender identity, gender expression, religion, age, genetic information, disability, protected veteran status or any other applicable legally protected basis. If you feel you have been discriminated against, please notify the Equal Employment Opportunity Investigator or the Associate Vice President, Finance and Administration/CHRO.
EO Employer – minorities/females/veterans/disabilities/sexual orientation/gender identity.
Annual Security and Fire Safety Report
The University of South Alabama publishes certain crime statistics for the most recent three-year period as required by the Jeanne Clery Act. The Annual Security and Fire Safety Report is required by federal law and contains policy statements and crime statistics for the school. The report, along with additional information, is available online at: http://www.southalabama.edu/departments/police/resources/fireandsafetyr…. You may also request a paper copy from the University Police office located at 290 Stadium Blvd, Beta Gamma Commons Building, Mobile, AL 36688.
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