Program Coordinator II

Overview

The Office of Events is a growing department whose primary function is to ensure that events, conferences, and programs coordinated by Utah State University exceed expectations. The Office of Events is seeking applicants for an Event Coordinator (Program Coordinator II) position. This position is responsible for working with USU and community partners to coordinate multiple events & programs throughout the year with emphasis on student and department events. These events are geared toward USU students and campus departments which are hosted by Utah State University - Logan. The Event Coordinator provides event coordination services ranging from low-to-high complexity to include pre-planning, data entry, logistical arrangements, service partner communication, on-site event representation and follow-through. The successful candidate will interface with university departments and off-campus suppliers, handling administrative details of event programs.

Responsibilities

Event Management:

• Provide Client consultation.
• Liaise between the client and the service partners and vendors needed to create successful events and meetings.
• Serve as the primary contact and supervisor of part-time employee(s).
• Oversee event contract creation and implementation.
• Learn and implement USU processes & procedures while meeting event expectations and outcomes.
• Compile and store all event data for historical data use.
• Establish a good working relationship with campus partners.
• Communicate ideas, goals, and objectives internally with team members to obtain successful results.

Financial Management:

• Prepare and track financial records, ensuring accurate, current revenue and expenditure information.
• Develop comprehensive event/conference budgets and continuously monitor and adjust as needed.
• Administrate budgeting process and final financial settlement of events within the Office of Events' procedures on closing events.
• Review service provider invoices and approve payments.
• Communicate effectively with clients and university partners to reconcile bills and accounts in a timely manner.

Qualifications

Minimum Qualifications:

• Six (6) years of related experience working with events in the capacity of coordination of logistics OR a bachelor's degree plus two (2) years of related experience; OR an equivalent combination of education plus experience.
• Proficient in managing multiple tasks while maintaining professional demeanor and emotional intelligence in stressful situations.

Preferred Qualifications:

• Bachelor's degree in hospitality, conference/event management or communications with emphasis in event planning
• Experience in event management and coordination.
• Understanding of USU campus policies and procedures
• Training in any of the following software programs:
  • EMS
  • Cvent
  • Coursedog

Knowledge, Skills, & Abilities:

• Ability to work a non-traditional schedule, including some evenings and weekends.
• Ability to pay attention to detail.
• Thorough knowledge of Microsoft Office in a Windows environment.
• Ability to work with other custom database systems for which training is provided.
• Knowledge and experience with basic bookkeeping practices and procedures.
• Strong organizational skills and attention to detail.
• Strong clerical and record keeping ability.
• Ability to manage and complete multiple projects and deadlines simultaneously.
• Excellent written communication skills, including correct grammar, spelling, and proofreading.
• Excellent verbal communication skills.

Required Documents

Along with the online application, please attach:

Resume to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV” 

Cover letter to be typed/pasted at the end of your application

**Document size may not exceed 10 MB.**

Advertised Salary

Commensurate based on experience, plus excellent benefits

ADA

Employees work indoors and outdoors, depending on the venue of the event. Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. This position requires moderate physical activity, including the handling of objects up to 25 pounds and/or standing or walking more than one hour per day.

University Highlights

Founded in 1888, Utah State University is Utah’s premier land-grant, public service university. As an R1 research institution, Utah State is dedicated to advancing knowledge and s