Location: Pittsburgh,PA, USA
Events CoordinatorThe Office of the Provost is seeking candidates for an Events Coordinator to join the Graduate Studies team led by the Vice Provost for Graduate Studies. This role will support the Graduate Studies team execute key programs and events that enhance academic, professional and social skills of graduate and professional students.The primary duties of this position are implementing and advertising events and University-wide graduate resources. Key events include the University-wide new graduate and professional student orientation and picnic, graduate honors convocation, Graduate Students of Color Dinners, K. Leroy Irvis Fellowship event series, and Graduate and Professional Student Appreciation Week. Primary communication channels include social media, the Graduate Studies website, and the monthly email newsletter. The audiences are graduate and professional students, postdocs, faculty, and administrators. The coordinator will oversee student workers who will assist with events and social media content. This role interacts with the extended Graduate Studies team and is critical to supporting graduate and professional students across the University.The Office of the Provost - Graduate Studies Team is a fast-paced environment with competing priorities and deadlines that often shift and require both flexibility and attention to detail. The work is highly collaborative both within the Office of the Provost and across the University and requires the ability to exercise creative problem-solving. Some evening hours are required for events.Qualified candidates are required to possess the following skills & qualifications:Bachelor's required. At least 1 year of experience in event coordination. Strong oral and written communication skills appropriate for various audiences. University and social media experience preferred. Acute attention to detail and accuracy. Ability to manage multiple projects with competing deadlines, to perform effectively with a fluctuating workload, to be flexible and to generate creative problem-solving approaches. Experience using spreadsheets to manage event details and budgets. Comfortable collaborating with others on projects and tasks. Willingness and eagerness to learn and grow individually and as part of a team.Job SummaryFacilitates event planning to include budget development, effective marketing strategy employment, vendor contract negotiation, vendor oversight, and event logistics.Essential Functions * Develop and oversee an annual internal team calendar of events and workshops to be sponsored and/or promoted by Graduate Studies. * Develop and maintain a timeline and budget for each event sponsored by Graduate Studies, in coordination with the Vice Provost and other members of the Graduate Studies team as appropriate. * Share planning documents with team to promote collaboration. Update the graduate team regularly on progress at team meetings. Draft and communicate day-of-program with team and others as needed. * Coordinate with the graduate studies team members on the event details, including compiling invitation list, inviting speakers, providing instructions for remarks, assembling and sharing slides, creating nametags, producing certificates of recognition, or ordering swag or raffle prizes. * Serve as the liaison with special events, catering, facilities, IT, and other departments who will provide support and staffing for events including the new student orientation and picnic and graduate honors convocation. * Participate in post event meeting to review and make recommendations for future events. * Promote events, resources, and news broadly including on the Graduate Studies website, emails/newsletters, Social Media channels, and Pitt Commons, often in collaboration with the communications team. * Coordinate the drafting, publication, and distribution of email communications, typically via Campaign Monitor. The Graduate Studies tea members will provide written content in close collaboration with the Vice Provost, members of the Graduate Studies team, and the Communications team. Suggest and write content to highlight events and resources. Manage revisions and review of content. Keep distribution lists current. Format communications including suggesting photos as needed. Track open statistics. * Manage the social media channels. Oversee the student workers who will draft social media posts and run campaigns. Collaborate with the administrative assistant for the awarding of campaign prizes. * Interview, train, and supervise student workers who will assist with events, social media, data visualization tasks, and other tasks, in collaboration with team members. Physical EffortStanding or sitting for long periods of time with frequent bending and turning. Must be able to lift event supplies up to 30 lbs.The University of Pittsburgh is committed to championing all aspects of diversity, equity, inclusion, and accessibility within our community. This commitment is a fundamental value of the University and is crucial in helping us advance our mission, which includes attracting and retaining diverse workforces. We will continue to create and maintain an environment that allows individuals to discover, belong, contribute, and grow, while honoring the experiences, perspectives, and unique identities of all.The University of Pittsburgh is an Affirmative Action/Equal Opportunity Employer and values equality of opportunity, human dignity and diversity. EOE, including disability/vets.Assignment Category: Full-time regular Job Classification: Staff.Events Planner Job Family: Administrative Support Job Sub Family: Events Campus: Pittsburgh Minimum Education Level Required: Bachelors Degree Minimum Years of Experience Required: 1 Will this position accept substitution in lieu of education or experience: Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement. Work Schedule: Monday - Friday, 8:30 a.m. - 5:00 p.m may have some weekends and evenings Work Arrangement: Monday - Friday, 8:30 a.m. - 5:00 p.m may have some weekends and evenings Hiring Range: To be determined based on qualifications Relocation_Offered: No Visa Sponsorship Provided: No Background Check: For position finalists, employment with the University will require successful completion of a background check Child Protection Clearances: Not Applicable Required Documents: Resume, Cover Letter, Writing Sample Optional Documents: Not Applicable PI251007819