This job has Expired
Special Events Coordinator
Job Description
Position Number:
127903Title:
Events CoordinatorFunctional Title:
Special Events CoordinatorCategory Status:
22-Nonexempt, Contingent 2Applicant Search Category:
StaffUniversity Authorized FTE:
1.0Unit:
VPUR-Alumni and Donor RelationsHiring Range Minimum:
44843Hiring Range Maximum:
53811.6Campus/College Information:
Founded in 1856, University of Maryland, College Park is the flagship institution in the University System of Maryland. Our 1,250-acre College Park campus is just minutes away from Washington, D.C., and the nexus of the nation’s legislative, executive, and judicial centers of power. This unique proximity to business and technology leaders, federal departments and agencies, and a myriad of research entities, embassies, think tanks, cultural centers, and non-profit organizations is simply unparalleled. Synergistic opportunities for our faculty and students abound and are virtually limitless in the nation’s capital and surrounding areas. The University is committed to attracting and retaining outstanding and diverse faculty and staff that will enhance our stature of preeminence in our three missions of teaching, scholarship, and full engagement in our community, the state of Maryland, and in the world.
Background Checks
Offers of employment are contingent on completion of a background check. Information reported by the background check will not automatically disqualify you from employment.
Vaccine Protocol
The University of Maryland has made the safety of our students, faculty and staff, and our surrounding communities a top priority. As part of that commitment, the University requires that students, faculty, and staff on the UMD campus be vaccinated against COVID-19. As a prospective and/or a new employee at UMD, you will be required to comply with the University’s vaccination protocol. Proof of full vaccination will be required before the start of employment in order to work at any University of Maryland location. Prospective or new employees may seek a medical or religious exemption to the vaccination requirement at return.umd.edu and must have an approved exemption prior to the start of their employment. Failure to provide proof of vaccination or to obtain approval for a medical or religious exemption will result in the offer of employment being rescinded.
Position Summary/Purpose of Position:
The Office of Special Events seeks a Special Events Coordinator who will play an integral role in the planning and execution of over 100 events annually. The coordinator will provide support to event managers in several ways including, but not limited to, managing RSVPs and all customer services, crafting and submitting a Request for Proposal (RFP) to vendors, collecting and reviewing contracts, and menu/décor research and selection.
The Special Events Coordinator will support campus-wide events for the President’s Office and University Relations. Event support includes notetaking, scheduling, report preparation, management of event budgets, on-site management, event registration and follow-up, and timeline development and evaluation.
The Coordinator must be detail-oriented and possess strong organizational skills, along with the ability to multi-task in a fast-paced work environment. This person should be a self-starter and able to work independently within the framework of assigned projects. The ability to maintain confidential information with a high level of sensitivity and discretion is a requirement. This individual will provide administrative support to ensure efficient operation of the office, by supporting managers through a variety of tasks related to organization and communication. The ability to effectively communicate via phone and email is a must.
The Special Events Coordinator will support campus-wide events for the President’s Office and University Relations. Event support includes notetaking, scheduling, report preparation, management of event budgets, on-site management, event registration and follow-up, and timeline development and evaluation.
The Coordinator must be detail-oriented and possess strong organizational skills, along with the ability to multi-task in a fast-paced work environment. This person should be a self-starter and able to work independently within the framework of assigned projects. The ability to maintain confidential information with a high level of sensitivity and discretion is a requirement. This individual will provide administrative support to ensure efficient operation of the office, by supporting managers through a variety of tasks related to organization and communication. The ability to effectively communicate via phone and email is a must.
Minimum Qualifications:
Education:
Bachelors in Communications, Marketing, or Business preferred, other degrees may be considered upon coursework review.
Bachelors in Communications, Marketing, or Business preferred, other degrees may be considered upon coursework review.
Experience:
Two (2) years of experience in event or meeting management, fundraising or development, public or client relations. Consideration may be given for a unique combination of education and experience.
Two (2) years of experience in event or meeting management, fundraising or development, public or client relations. Consideration may be given for a unique combination of education and experience.
Required Knowledge, Skills, and Abilities:
- Ability to maintain high standards with the work being performed and maintain awareness with trends and influences. Assume personal responsibility for all outcomes; makes effective and timely decisions; and learns how to effectively use information technology word processing, spreadsheets, and databases, such as Microsoft Office. Maintain productivity and uses strategies to increase knowledge base.
- Skill in continuously seeking to improve the quality of services and processes.
- Skill in exercising initiative, resourcefulness, and sound judgement with an ability to solve problems and make decisions.
- Ability to prioritize ongoing and new projects necessary to implementing a specific organizational program.
- Skill in continuously seeking to improve the quality of services and processes.
- Ability to effectively communicate both verbal and written thoughts, ideas, and facts. Writes and presents information in a clear and concise way. Interprets and understands written information and is able to listen attentively to verbal and non-verbal cues that lead to a deeper understanding.
- Ability to conduct simple negotiations and gain agreement from interested parties.
- Ability to work cooperatively with others and demonstrates professional, ethical, respectful, and courteous behavior when interacting with others.
- Capable of interacting pleasantly and positively with other to meet customer expectations, and provide follow up with customers.
Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.
Preferences:
Preferred Experience:
- Experience working with or supervising volunteers.
- Experience working with KFS, Concur, AIQ and other UMD platforms
- Experience in meeting tight deadlines, juggling multiple responsibilities, and initiating and maintaining professional relationships.
Preferred Knowledge, Skills, and Abilities:
- Familiarity with event management or registration software.
- Critical thinking and problem-solving skills
- Excellent interpersonal and organizational skills and the ability to work effectively with a wide range of constituencies in a diverse community are necessary.
- Exceptional attention to detail and superior customer service skills.
- Good time-management and organizational skills
- Ability to maintain confidentiality.
- Strong organizational skills.
- Must be able to work independently and in a team environment.
- Proficient in Microsoft Office.
Additional Information:
Candidates must be able to provide proof of eligibility to work in the USA. No Visa sponsorship is offered for this position.
This position allows for a combination of in-person and telework days as approved by the supervisor. Guidance regarding hybrid work is subject to change at any time to align with operational or business needs.
This position allows for a combination of in-person and telework days as approved by the supervisor. Guidance regarding hybrid work is subject to change at any time to align with operational or business needs.
Job Risks
Not Applicable to This PositionPhysical Demands
- This is primarily a sedentary position involving extensive use of desktop computers. The position does occasionally require walking some distance to attend meetings, and programs.
- Candidates must be able to work evenings and weekends as necessary.
- This position requires local and/or national travel up to 5% of the time, and frequent travel to and across campus. Candidates should have reliable transportation.
- Physically demanding at times; must be able to lift 40 lbs.
Posting Date:
02/03/2023Closing Date:
02/17/2023Open Until Filled
NoDiversity Statement:
The University of Maryland, College Park, an equal opportunity/affirmative action employer, complies with all applicable federal and state laws and regulations regarding nondiscrimination and affirmative action; all qualified applicants will receive consideration for employment. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, religion, sex, national origin, physical or mental disability, protected veteran status, age, gender identity or expression, sexual orientation, creed, marital status, political affiliation, personal appearance, or on the basis of rights secured by the First Amendment, in all aspects of employment, educational programs and activities, and admissions.
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