Special Events Coordinator
: Job Details :

Special Events CoordinatorJob no: 492734 Work type: Regular Full-Time Staff Location: Law School, Oklahoma City Categories: Schools and CollegesVP Area: Law SchoolDepartment: Law SchoolFLSA Status: Non-ExemptBenefit Eligibility: YesPosition Summary:The Special Events Coordinator at the OCU School of Law oversees the planning, implementation, and coordination of events within, sponsored by, and heldat the School of Law. The position works closely with the Dean and the Dean's leadership team at the School of Law and reports directly to the Dean's Office. Typical events include graduation, at least two annual speaker events, schoolwide student events such as the Back to School Bash, fundraising events, alumni events, luncheons and supplementary event support for the annual Sovereignty Symposium. The position will also occasionally liaison with external parties who hold external events at the School of Law.Minimum Qualifications:

• A minimum of two years of experience in a professional working environment planning and managing events or related training and experience is required.

Preferred Qualifications:

• Experience in a higher-education setting is preferred.

Job Duties:

• Demonstrate an attitude and behavior that reflects the mission and values of the department, School of Law, and the university.
• Provide in-depth, detailed coordination for internal (events held for and on behalf of the law school) and external (events held at the law school with varying levels of facility and support utilization) that result in positive experiences for stakeholders and attendees. Events coordination activities include identification and coordination of space needs, technology, catering, equipment, tables/seating, staffing, parking, budgeting, and more.
• Provide supplementary support to campus (primarily Advancement) and external partners for the annual Sovereignty Symposium.
• Develop, implement, and maintain documented event planning processes and procedures to support successful event production from pre-planning, to implementation, and follow up activities.
• Develop, implement, and maintain event calendar to ensure awareness of internal and external events for the law school and other relevant university constituents.
• Support event communication needs by coordinating with event stakeholders and relevant law school and university departments.
• Develop and maintain good working relationships with contractors, vendors, and business providing event support services. Ensure services are paid timely and resolve issues regarding service quality and/or billing as needed.
• Coordinate travel, lodging, and other logistical arrangements as needed for events-related special guests.
• Create virtual meetings and webinars for virtual or hybrid events as needed.
• Maintain an awareness of trends in event planning (including relevant technologies) to maximize event success and efficiencies.
• Coordinate event registration processes as needed to identify headcounts, college registration materials, etc. Prepare and provide attendance documentation to internal and external groups (such as the American Bar Association) as needed. Participate in the event invitation and promotion process as directed.
• Maintain an inventory of law school spaces, equipment, parking access, catering options, and other resources to support event planning and inquiries.
• Participate in the strategic planning process for the events function to achieve law school and institutional objectives regarding event held by the school, university, and community opportunities to generate recognition, awareness, and revenue.
• Identify, research, and assist with the cultivation of individuals, businesses and groups that would be interested in using the law school's facility for their events and programming.
• Work with the Executive Assistant and relevant Law School staff to further outline the policies and procedures for external facility rental and usage.
• Work with the Executive Assistant and relevant departments to develop event effectiveness metrics.
• Provide support for initiatives, projects, programs, and other activities within the department, the law school, and the university as assigned.
• Other duties as assigned.

Knowledge, Skills and Abilities:

• Excellent interpersonal and communication skills
• Ability to plan strategically
• Deadline oriented with significant attention to detail and process
• Demonstrated ability to manage complex event planning projects
• Demonstrated ability to create error-free communication pieces including newswriting and other content with impeccable attention to detail (as demonstrated in application materials)
• Proven proofreading skills
• Familiarity with industry trends
• Excellent computer skills including proficiency in MS Office, Photoshop, and other common software and applications
• Fluency in social media platforms (Facebook, SnapChat, Instagram, Tumblr, Twitter, etc)
• Proficient in Zoom meetings and Webinar
• Ability to acquire skill in and adapt to changes in technology quickly
• Ability to demonstrate a high degree of initiative and willingness to accept responsibility
• Ability to work with a team in a highly collaborative environment.
• Ability to manage multiple projects and tasks simultaneously
• Ability to work under pressure to meet deadlines
• Ability to demonstrate a customer service attitude and the ability to create unique and positive event attendee experiences

Physical Demands and Working Conditions:

Work is primarily indoors, but requires the incumbent to be in an outdoor environment when traveling between campus buildings or off campus.

Standard office hours are 8:00 a.m. to 5:00 p.m.

Attendance at evening and weekend events is required; flexible work schedule may be required.

Off-campus, state and regional travel is required.

Incumbent will be exposed to frequent noise caused by telephones and office machines.

Remain in standing position for long periods of time.

Work irregular hours, evenings, weekends, and holidays as needed.

Must possess automobile for local travel.

Professional business attire required and may require formal attire for special events.

Advertised: 04 Sep 2024 Central Daylight Time Applications close: