Sr. Program Coordinator, Events

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The Sr. Program Coordinator oversees all aspects of planning meetings, conferences, workshops, seminars, lectures, and other special events for the assigned department(s). Further, the Sr. Program Coordinator assumes responsibility for ensuring all amenities and accommodations at the event are adequate and that the setup is as requested.

CORE JOB FUNCTIONS                                                                                           

Maintains records of facility use and revenue and expense reports. Schedules MHBS facilities as requested. Creates, updates, and revises inventory and maintenance checklists. Provides recommendations to senior management in regard to vendors, venue, and food services. Ensures that events proceed as scheduled and do not conflict with other activities. Acts as liaison to vendors and external entities. Guarantees that activities and costs remain within set budgetary constraints. Supervises registration and check in at events. Adheres to University and unit-level policies and procedures and safeguards University assets.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS                                                                                        

Education:

Bachelor’s Degree in relevant field preferred

Certification and Licensing:

Not Applicable

Experience:

Minimum 2 years of relevant experience

An equivalent combination of relevant education, certifications and/or work experience will be considered.

Knowledge, Skills and Attitudes:

• Ability to communicate effectively in both oral and written form.

• Ability to handle difficult and stressful situations with professional composure.

• Ability to maintain effective interpersonal relationships.

• Ability to understand and follow instructions.

Department Specific Functions

• Works with the executive director to develop and implement clear strategies and objectives by providing recommendations as to vendors, audience, venue, catering, services and objectives for each event.

• Assists in managing each event from inception to the successful completion with responsibilities that include timelines, checklists and budgets.

• Directs the services for events such as accommodation and transportation for participants, facilities, audiovisual equipment, catering, parking, signage, displays, ordering supplies and promotional materials needed, and overseeing volunteers and staff working the events.

• Oversees registration and troubleshooting at all events and programs, including using the Social Tables and Localist programs to check-in and register guests.

• Communicates with key vendors to order materials for all MHBS programs and events, submits orders for approval and monitors all purchase orders and invoices on Workday Finance.

• Assists with reserved events, including evenings and weekends as required.

• Serves as the key liaison for all internal and external space reservations, and responds to inquiries and requests from faculty, students, staff and community clients.

• Anticipates all client space reservation needs and arranges space setup and technology requirements as appropriate, as well as providing facility tours, walk-throughs and email follow-ups beforehand.

• Receives and finalizes contracts and assists with collection and processing of payments.

• Performs office administrative functions, including compiling and organizing reports, documents and records of reservations, inventory and events.

• Works with Localist to create event and to track events and donor, alumni and constituent participation.

• Works closely with faculty/staff/students and other constituents wanting to use/rent MHBS space.

• Handles social media postings of events and programs, including liv