Event Operations Coordinator

POSITION TITLE: Event Operations Coordinator

REPORTS TO: Director of Special Events

FLSA CLASSIFICATION: Exempt

PRIMARY RESPONSIBILITY:

Provides administrative support to the Office of Special Events. The Office of Special Events plans and executes high profile events. These events include, but are not limited to, receptions and dinners for the President, campaign celebrations, donor events, special meetings, groundbreaking and dedication ceremonies, pre-game receptions and special community-wide events.

SPECIFIC DUTIES:

The following duties reflect management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

  • Prepares typed copy (e.g., correspondence, invitations, program agendas, event layouts, to-do lists, seating charts, guest guides, facilities and sponsorship lists, project schedules, reports, and/or contracts) from rough written copy or oral instructions, proofs copy and makes corrections.
  • Prepares financial reports (e.g., monthly reconciliation of accounts and credit card statements; initiates requisitions, disbursements, and invoices; handles budget transfers, fund corrections, deposits; and tracks all expenditures.)
    • Performs administrative tasks:
    • Screens and directs calls.
    • Retrieves, opens, screens and distributes mail.
    • Produces mailing labels & prepared invitations for mailing.
    • Maintains files.
    • Maintains department calendar.
    • Orders and maintains office supplies and equipment.
    • Schedules and arranges meetings and venues as requested.
    • Makes travel arrangements as needed.
    • Serves as backup to other administrative staff within the division.
    • Provides administrative support for events held in The Center for Alumni and Donor Engagement (CADE), such as fielding inquiries and reserving rooms.
  • Creates and maintains RSVP lists for events (e.g., sorts, formats, & uploads list on the shared drive, accepts & tracks guest replies, and produces name tags.)
  • Works in database (e.g., to access donor information, request large mailing lists for invitations, and enter codes from completed event guest lists.)
  • Assists with event logistics (e.g., greet and check-in guests at registration; moving, loading, setting up, & dismantling event equipment, props, and decor; driving golf carts and utility van, and purchasing event supplies.)
  • Updates and maintains departmental technology and software including event iPads, laptops, Pandora, and Social Tables.

QUALIFICATIONS:

  • Bachelor’s degree or equivalent combination of education and experience is required.
  • Computer experience and high skill level with Microsoft Teams and Microsoft Office Suite including the ability to transfer and use information between applications required.
  • Minimum 2 years of administrative experience in a fast-paced office environment. Exemplary organization and customer service skills, knowledge of the hospitality industry, and special event planning experience preferred. Experience with higher education preferred.
  • Valid driver’s license required.
  • Able to climb steps, lift and carry up to 50 pounds, sit and stand for prolonged periods, and interact with large crowds required.
  • Able to work an occasional weekend, evening, or early morning and holidays required.

PERFORMANCE STANDARDS:

  • Passion for the institution’s mission, traditions, and long-term success.
  • Consistently demonstrate a commitment to the mission, vision and values of the Foundation and University.
  • Consistently demonstrate our RITE Values – Respect, Integrity, Transparency & Teamwork, and Excellence.
  • Outstanding written, verbal and interpersonal skills. Must be able to develop interpersonal relationships with multiple constituents.
  • Demonstrate impeccable ethics, initiative, enthusiasm, and the ability to establish trust and credibility.
  • Demonstrate commitment and ability to:
    • Provide quality customer service.
    • Plan, organize, and remain accountable for actions.
    • Problem solves utilizing critical thinking skills.
    • Function in a confidential manner.
    • Collaborate with other staff.

TO APPLY:

Interested candidates should apply online at https://www.utfoundation.org/about-us/careers.html

Preference will be given to candidates who apply by Friday, July 30, 2021. Position will remain open until filled.