Coordinator, Special Events

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Please see Special Instructions for more details.

Candidate must be available for varying shifts that will include evenings and weekends.

Announcement

Details

Open Date 07/03/2024 Requisition Number PRN39091B Job Title Coordinator, Special Events Working Title Coordinator, Special Events Job Grade C FLSA Code Nonexempt Patient Sensitive Job Code? No Standard Hours per Week 40 Full Time or Part Time? Full Time Shift Variable Work Schedule Summary

Candidate must be available for varying shifts that will include evenings and weekends.

VP Area Academic Affairs Department 00096

• College of Law

• Dean Location Campus City Salt Lake City, UT Type of Recruitment External Posting Pay Rate Range Commensurate with Experience Close Date Open Until Filled Yes Job Summary

The SJ Quinney College of Law Conference & Events department's mission is to ensure our in-person, hybrid, and virtual meetings and events run smoothly, look amazing, and exceed the goals that are set for each event. Our Event Coordinators plan, implement and manage various logistical, tech, and financial details associated with small to large-scale special events.

The right candidate needs to be able to work quickly and accurately, have fun, and at the same time know when it is time to get down to "business". Be professional, tech-savvy (or willing to learn), adaptable, very self-motivated, and comfortable collaborating with a team.

Responsibilities

This position is non-exempt (hourly) with a grade C salary range.

1.Plans, coordinates and follows-through with details for in-person, hybrid, and virtual events for internal and external clients. Most events are held at the University of Utah SJ Quinney College of Law building.

2.Provides on-site presence and support for in-person and hybrid events, to ensure coordination of all aspects of the event. This includes, but not limited to service levels, vendor selection, catering, collateral materials, logistics, technology support and registration to ensure delivery of successful and effective events.

3.Designs virtual and hybrid events and thrives making these events dynamic and impactful, while focusing on attendee engagement. The understanding of digital event platforms and ability to propose innovative solutions is a plus.

4.Maintains fiscal responsibility for event activities, including purchasing, reimbursements, payments, invoicing, expense reports, budgets, record-keeping, and purchasing card reconciliations in a timely and efficient manner to ensure compliance with federal guidelines, and University of Utah policies and procedures.

5.Performs a versatile role, including project management, meeting and event management, communications, building community, fostering relationships, and contract management/negotiation with vendors.

6.Assists in evaluating ROI for College of Law events, making adjustments for future events as needed. His/her/their input is important in program development and evaluating needs assessment and event effectiveness.

7.Demonstrate strong customer service skills and possess a positive attitude, adaptability, strong problem-solving skills, and a desire to support faculty and student success.

8.Maintains files and updates the spreadsheet/database on event details and participants.

9.Will regularly work a varied schedule, including early mornings, evenings, and weekends - schedule is dependent on when our meetings and events are calendared.

10. Works to resolve any conflicts and differences through dialogue and open communication in a timely manner. Sees every difference as an opportunity for growth and change.

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Work Environment and Level of Frequency that may be required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking.

Often: Repetitive hand motion (such as typing), walking.

Seldom: Bending, reaching overhead.

Minimum Qualifications

One year administrative/business experience or experience working with and organizing events, social schedules, conferences, etc., or equivalency; demonstrated human relations and communication skills; and a commitment to provide excellent customer service required. 45 wpm typing may be required in some departments. Accounting/bookkeeping experience preferred.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

A lifelong learner with a highly positive attitude who collaborates well with others. Has a teamwork approach to accomplishing work responsibilities and goals. Embraces a spirit of continuous improvement. Ability to work quickly and accurately. Familiarity with webinars, virtual meetings, webinar platforms, and other event tech.

The candidate must be available to work varying days of the week and shifts, which includes night and weekend shifts.

Type Benefited Staff Special Instructions Summary

Candidate must be available for varying shifts that will include evenings and weekends.

Additional Information

The University is a participating employer with Utah Retirement Systems ("URS"). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS' post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen.

The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.

All qualified individuals are strongly encouraged to apply. Veterans' preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran's status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action (OEO/AA). More information, including the Director/Title IX Coordinator's office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/

Online reports may be submitted at oeo.utah.edu

https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• Do you have at least one year administrative/business experience or experience working with and organizing events, conferences, etc., or equivalency?

• Yes

• No

• Do you have previous work experience in a college/university environment?

• Yes

• No

Applicant Documents

Required Documents

• Resume

• List of References

Optional Documents

• Cover Letter

• Addendum to the University of Utah

• Veteran Only

• Call 801.581.2169 after submission

• Appropriate discharge document (such as a DD-214 - Member Copy 4)

• Veteran Only

• Call 801.581.2169