University Of Tennessee Knoxville , TN 37902
Posted 2 months ago
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
University Of Tennessee