Events Planner

Events Planner

Requisition ID req29303 Working Title Events Planner Position Grade 11 Position Summary

The Student Union Building is seeking an Events Planner to help manage all aspects of events within the SUB. This position would supervise a group of 10 to 15 student employees who are responsible for all equipment set up as well as audio visual for events within the building. The Events Planner will be responsible for keeping inventory and ensuring equipment is used safely and properly. A successful candidate should be committed to improving customer experiences and able to ensure operational efficiency. Excellent organization, people management and problem- solving skills are a must. This position will be required to work a flexible work schedule, which includes weekends and evenings. The regular work shift would be 2pm to 11pm Tuesday through Saturday. This position works closely with other departments such as UNMIT and UNM Catering.

This role involves organizing, designing, developing, coordinating, and facilitating the execution of specified projects and initiatives for a significant, multifaceted operating entity within the University. Establishes project priorities and schedules, in line with strategic plans and operating objectives. Provides specialized advice, facilitation, and support to management, faculty, staff, and/or students in the development and implementation of effective systems, procedures, programs, and/or practices. May oversee one or more specified key operational or business functions for the unit, as appropriate to individual requirements.

Designs, establishes, and oversees the integrated logistical and administrative support needs of multiple, complex, and widely distributed educational events, conferences, and/or other events. Assesses program goals, estimates facility, equipment, logistical, and catering requirements, develops program budgets, and negotiates and administers service contracts.

Duties and Responsibilities:

• Participates in the planning and establishment of goals and objectives for meetings, conferences, and/or events, with respect to budgets, speakers, facilities, technology, equipment, logistical requirements, and other related issues.

• Evaluates program/event histories, budget considerations, contractual provisions, and planning committee recommendations to determine requirements as to space, facilities, technology, equipment, lodging, catering, and on-site management.

• Serves as principal liaison between contractors, organizers, faculty, and administrators with regards to all facets of the logistical operations support of multiple programs and events.

• Negotiates terms, executes, and administers multiple contracts with facilities vendors for services, in accordance with budget constraints and University policies and procedures.

• Plans and coordinates complex administrative assignments and special projects within and/or across operating units; gathers, organizes, and assesses information, and develops and prepares recommendations.

• Develops and prepares special management studies, surveys, statistics, and a variety of other reports.

• Designs and prepares various marketing materials, to include brochures and flyers, for meetings and conferences.

• Monitors and coordinates accounting activities as appropriate, and prepares internal reports for management; participates in budget planning and management, as required; may coordinate and administer the purchasing of supplies and/or equipment for the unit.

• Participates in various committees and professional organizations.

• Will assist in or contribute to the planning, coordination, development, and implementation of long-range goals and objectives.

• Will supervise lower graded staff and/or student employees; may participate in training and evaluative sessions.

• May serve as Campus Security Authority as outlined by the Clery Act.

• Provide day-to-day guidance and support to student employees in audio visual technology and event set ups.

• Train and supervise a team of 10 to 15 student staff.

• Establishes and implements safe handling of equipment to ensure safety of staff and guests within the SUB.

• Keep inventory of all audio visual and event equipment.

• Interact with customers and suppliers, answering questions and resolving issues.

• Maintaining UNM and SUB policy and procedures.

• Work closely with UNMIT to ensure live streaming events run smoothly, i.e. UNM Board of Regents.

• Serve as lead during conferences and large events.

• Attend weekly meetings with SUB Events & Conferences and Catering staff to review upcoming events.

• Reports directly to the Associate Director to help mentor and building professional expertise in operations.

• Receives guidance, training, and mentoring from professional personnel in planning and carrying out activities and assignments.

• Undertakes and/or participates in projects and programs designed to develop professional skills and expertise appropriate to the needs of the Student Union Building.

• Interacts directly with colleagues, clientele, and/or other internal or external constituencies in the planning of assignments and the resolution of day-to-day operational problems.

• Performs miscellaneous job-related duties as assigned.

See the Position Description for additional information.

Conditions of Employment

• Employees who provide services or work in patient care or clinical areas are required to be in compliance with the University's influenza vaccination requirement.

Minimum Qualifications

High school diploma or GED; at least 5 years of experience directly related to the duties and responsibilities specified.

Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Preferred Qualifications

• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.

• Ability to gather and analyze statistical data and generate reports.

• Knowledge and understanding of meeting and event planning principles, requirements, procedures, and available resources.

• Ability to analyze and interpret financial data and prepare financial reports, statements and/or projections.

• Skill in organizing resources and establishing priorities.

• Ability to develop, plan, and implement short- and long-range goals.

• Ability to make administrative/procedural decisions and judgments.

• Knowledge of conference facilities, technology, and equipment.

• Ability to create, compose, and edit written materials.

• Ability to investigate and analyze information and draw conclusions.

• Knowledge of finance, accounting, budgeting, and cost control procedures.

• Knowledge of public institution purchasing principles, procedures, regulations, and standards.

• Ability to perform complex tasks and to prioritize multiple projects.

• Ability to negotiate and manage contractual arrangements.

• Working knowledge of audio/visual technology such as microphones, laptops, projectors, mixers and experience with live streaming.

• Skill in the use of personal computers and related software applications.

• Ability to establish, implement and maintain operating goals and objectives.

• Skill in organizing resources and establishing priorities.

• Records maintenance skills to include database development and management.

• Ability to develop, evaluate, and edit the content, structure, and format of a range of written materials.

• Advanced verbal and written communication skills.

Additional Requirements Must be able to work a flexible work schedule, including some weekends and evenings. Campus Main

• Albuquerque, NM Department New Mexico Student Union Operations (161I) Employment Type Staff Staff Type Term

• Full-Time Term End Date 06/01/2025 Status Exempt Pay Benefits Eligible This is a benefits eligible position. The University of New Mexico provides a comprehensive package of benefits including medical, dental, vision, and life insurance. In addition, UNM offers educational benefits through the tuition remission and dependent education programs. See the Benefits home page for a more information. ERB Statement As a condition of employment, eligible employees working greater than .25 FTE as determined by the New Mexico Education Retirement Act must make mandatory retirement contributions. For more information, review the Benefits Eligibility at a Glance grid. Background Check Required Yes For Best Consideration Date 5/10/2024 Eligible for Remote Work No Eligible for Remote Work Statement Application Instructions

Only applications submitted through the official UNMJobs site will be accepted. If you are viewing this job advertisement on a 3rd party site, please visit UNMJobs to submit an application.

Please provide a Resume/application, Cover Letter, and academic transcripts. Please provide 3 supervisory references.

Positions posted with a Staff Type of Regular or Term are eligible for the Veteran Preference Program. See the Veteran Preference Program webpage for additional details.

The University of New Mexico is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability, or any other protected class.

The University of New Mexico requires all regular staff positions successfully pass a pre-employment background check. This may include, but is not limited to, a criminal history background check, New Mexico Department of Health fingerprint screening, New Mexico Children, Youth, and Families Department fingerprint screening, verification of education credentials, and/or verification of prior employment. For more information about background checks, visit https://policy.unm.edu/university-policies/3000/3280.html. Refer to https://policy.unm.edu/university-policies/3000/3200.html for a definition of Regular Staff.