Special Events Coordinator at University of Pittsburgh

Posted in Other 7 days ago.

Type: Full-Time
Location: Pittsburgh, Pennsylvania

Job Description:

Special Events Coordinator

The Career Center is seeking an individual for the position of Special Events Coordinator. The position is responsible for the planning, management, and logistical execution of special events for the Career Center. Events include major on-campus job fairs, regional, and national job fairs and in-person and virtual student programs. My duties involve securing venues, negotiating contracts, establishing and collecting fees, creating budgets, communicating with employers and key campus units, conducting event assessments, and setting policies and procedures. Establish and maintain a network of internal and external contacts and collaborate with other University Departments in planning events of mutual interest. Also responsible for coordinating the promotion of these events, programs, and services. Managing multiple tasks, working independently, and taking initiative are critical. Attention to detail, the maturity to analyze problems and exercise sound judgment are required, and a strong commitment to the vision of the Career Center. Recruit, train, and supervise a student worker. Reports to the Assistant Director for Program Operations.

Events - Manage the planning, design, and implementation of over 30 events and programs each year (virtual and in-person). Plan and execute logistics, including securing venues, coordinating room set-up, traffic flow, technical needs, parking accommodations, catering orders; registration requirements, developing staff/committee schedules, establishing costs and fees, and securing resources and supplies. Oversee all Career Center event reservations in EMS, catering, and logistics. Perform onsite supervision to troubleshoot, deal with unexpected situations, and smooth complications.

Marketing - With the Divisional marketing team, develop and implement an annual event marketing plan. Develop marketing strategies and order promotional materials. Maintain event information on the office's website. Oversee social media outreach efforts. Conduct market research; collect/analyze assessment data and feedback for improving marketing strategies. Budgets - Projecting, creating, and monitoring a budget for each event; will work with the Business Manager to verify overall budget compliance and constraints; fiscally responsible practices for deposits, invoicing, and reconciling expenses/income. Maintain a tracking system to ensure budget adherence. Director will approve budget planning of non-revenue events. Provide copies of fiscal paperwork to the Business Manager for level reconciliation. Cross-Collaboration - Lead role for the Career Center with the Division-wide Programmers Team. Work with other departments to coordinate large-scale events. Collaborate with the Handshake team to plan, organize and monitor events. This involves creating events in Handshake, emailing announcements to students, tracking payments, and managing the event.

Job Summary

Facilitates event planning to include budget development, effective marketing strategy employment, vendor contract negotiation, vendor oversight, and event logistics.

Essential Functions

Special Projects - Every employee must support the Student Affairs vision to provide University of Pittsburgh students with the best collegiate experience in the world. All employees within the Division of Student Affairs will be required to perform duties outside of the department in which they are assigned. Additional assignments may include Fairs, Welcome Week, days of service, and others. In a crisis, staff members must work after regular business hours to assist with managing the crisis.

Physical Effort

Position is primarily sedentary. Computer and technology usage necessary. Days leading up to events or fairs necessitate mobility [including standing or walking ] as well as the ability to lift and/or carry 25 lbs.

The University of Pittsburgh is committed to championing all aspects of diversity, equity, inclusion, and accessibility within our community. This commitment is a fundamental value of the University and is crucial in helping us advance our mission, which includes attracting and retaining diverse workforces. We will continue to create and maintain an environment that allows individuals to discover, belong, contribute, and grow, while honoring the experiences, perspectives, and unique identities of all.

The University of Pittsburgh is an Affirmative Action/Equal Opportunity Employer and values equality of opportunity, human dignity and diversity. EOE, including disability/vets.

Assignment Category: Full-time regular

Job Classification: Staff.Events Planner

Job Family: Administrative Support

Job Sub Family: Events

Campus: Pittsburgh

Minimum Education Level Required: Bachelor's Degree

Minimum Years of Experience Required: 1

Will this position accept substitution in lieu of education or experience: Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.

Work Schedule: Monday - Friday, 8:30 a.m. - 5:00 p.m; some evenings possible

Work Arrangement: Monday - Friday, 8:30 a.m. - 5:00 p.m; some evenings possible

Hiring Range: $42,000.00 - $45,000.00

Relocation_Offered: No

Visa Sponsorship Provided: Yes

Background Check: For position finalists, employment with the University will require successful completion of a background check

Child Protection Clearances: The following PA Act 153 clearances and background checks are required prior to commencement of employment and as a condition of continued employment: PA State Police Criminal Record Check, FBI Criminal Record Check, PA Child Abuse History Clearance.

Required Documents: Resume

Optional Documents: Cover Letter


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