Event Coordinator - Center For Literacy, Educ & Employment

JOB ANNOUNCMENT

EVENT COORDINATOR

UNIVERSITY OF TENNESSEE

CENTER FOR LITERACY, EDUCATION, AND EMPLOYMENT

The University of Tennessee's Center for Literacy, Education, and Employment (CLEE) is seeking to hire a full-time Event Manager. This position exists to provide event logistical management and support for several event contracts at CLEE. This position reports to the Associate Director of the TAS/Event Team and works with other key staff at the Center to ensure contracted events are planned, managed, and executed with a focused timeline, measurable milestones, effective communication, and fulfillment of project goals and objectives. This position will work directly with contract stakeholders.

Responsibilities include but are not limited to:

Event Management

• As a lead event planner, demonstrate the ability to manage an event from strategic development through execution and post-event close-out

• Perform a variety of event tasks including procurement of vendors, management of event sessions and presenters, registration management, event communication management, and on-site event management

• Act as event support: receive, accept, and execute assignments and tasks from a lead event planner

• Collaborate with contract sponsor(s) and Event Team to develop the event timeline, key tasks, logistic plans, and set clear objectives

• Ensure cohesiveness and detailed planning for large scale events that require collaboration between sponsor(s), Event Team, venues, caterers, exposition services vendors, audio/visual vendors, etc.

• Monitor and adhere to all event timelines throughout the lifecycle of all assigned events/tasks

• Conduct logistics/planning meetings with sponsor(s), Event Team, event venues, and vendors

• Travel extensively during peak event seasons

Supervision of Event Team(s) - When Acting as an Event Lead Planner

• Communicate event schedule/timeline to Event Team and accept accountability for ensuring event(s) remain/s on schedule

• Communicate schedule/timeline changes, as needed, to sponsor(s) and Event Team

• Effectively delegate and assign tasks and responsibilities to Event Team members and vendors and provide support as needed to ensure that event tasks are completed to sponsor(s)'s satisfaction and on time

• Manage team members on-site during an event

Fiscal Management/Expense Tracking

• Manage event components and vendor services to ensure that event costs are in alignment with project budget

• Communicate to sponsors(s) and Associate Director potential cost increases and obtain the applicable level of approval for additional event costs prior to occurrence

• Use Event Team expense tracker to document all event(s) expenditure

Required Competencies/Qualifications

• Bachelor's Degree

• 3-5 years of direct event planning experience, preferred in convention and conference planning, or

• 5-7 years' experience in a related field with proven accomplishments and documented responsibilities

• Valid Driver's License

• High level of leadership, organizational, and problem-solving skills

• Adaptability, flexibility, and time management skills to be successful in a fast-paced environment and meet deadlines

• Project management skills to keep multiple assignments on track, including budget planning, project planning, and task management

• Technology skills including use of Outlook, Microsoft Teams, Zoom, Google Suite, Microsoft Office Suite

• Ability to think critically and creatively

• Customer service and communication skills including written and verbal, active listening, giving/taking feedback, collaboration, networking

• Decision-making and negotiation skills

• Ability to analyze data

Preferred Competencies/Qualifications

• Master's Degree

• Project Management Professions (PMP) or equivalent project management certificate

• Experience with Cvent software, specifically Event Management, AttendeeHub, and OnArrival

• Experience collecting and analyzing data

• Extensive experience with Microsoft programs like Teams, Office, Word, Excel, PowerPoint.

• Experience using Google Suite

• Experience scheduling and hosting virtual meetings

• Experience in contract negotiations especially in regards to hotel and venue concessions

• Experience with web design platforms like WordPress

• Experience with graphic design software like Abode Illustrator, InDesign, and PhotoShop

Additional Position Information

Applicants are required to complete the application in full as well as upload a resume, cover letter, and a copy of 3 references.

• This is a first shift position that occasionally requires working evenings and weekends

• This position occasionally to frequently requires overnight travel

• While the majority of this position is office work, it often requires physical exertion, including: standing, walking, sitting, reaching, stooping, kneeling, crouching, crawling, driving, repetitive motion, and lifting up to 50 lbs.

• This is a hybrid position that will require time in the Knoxville office and a home office