Event Specialist (Administrative Analyst/ Specialist I Exempt), University Advancement - Special Events & Guest Service

Job Summary:

Under general direction, the Event Specialist performs the full range of work related to program and policy research, analysis, development, evaluation, and operational analysis related to Special Events and Guest Services. This position provides recommendations and lead work direction to event services. Duties include but are not limited to, assisting with meeting revenue goals, maintaining materials, and providing hands-on trainings to student staff interested in entering the events management or technical production field.

Duties and responsibilities

Events Coordination

• Provides project leadership that contributes to the completion of complex events.  Uses considerable judgment and discretion when applying decision-making to event challenges that require a comprehensive and specialized knowledge of production equipment, crew training, external production rentals and other client needs. 
• Addresses events management problems using reasoning, interpretation, and application of theories and principles to recommend the wisest course of action.  Employs problem-solving skills to meet client needs by developing innovative solutions.
• Accountable for own results in performance and the execution of events. Coordinates event set-ups, equipment training, inventories and facilitiates delivery schedules. Researches, develops, plans, implements, reviews and analyzes simple to complex events.
• Represents the university and/or the department in a positive light to internal and external constituents and uses considerable judgment and discretion when applying decision-making to event challenges that require a comprehensive knowledge of event policies and procedures. Provides exemplary customer service and has specialized knowledge of production, vendors, support services, scheduling procedures, and appropriate facility usage to effectively satisfy client needs.
• Ability to quickly assess situations, take appropriate action and assume the responsibility for the outcomes. Accountable for own work results.
• Creates event quotes, contracts, timelines, diagrams, and coordinates facility tours and familiarization meetings with clients and support services.
• Possess a working knowledge of regulations pertaining to events assigned including familiarization with requirements of the Fire Marshal, Health and Safety, Liquor licensing and other regulatory agencies.
• Assists with writing and evaluating event scripts, programs or other communications.
• Monitors and maintains guest attendance through ticket sales, invitations, RSVPs and other databases. 
• May handle cash, check and credit card payments for rentals.
• Ensures that all events managed are input into the computer system (currently EMS) and recorded on the Master Calendar with notifications to the proper parties.
• Assists with facilitating cost management and meeting revenue goals for events.  Maintains record fiscal results on profit and loss forms and needs to follow up on billings, payables, receivables and the collection of insurance and other essential documents.
• Reviews events, records and interprets feedback for future improvements.  Provides policy change recommendations backed by appropriate data.  Writes, collects, and analyzes event attendee surveys to evaluate public perception of university service levels.  Also collects client feedback and resolves any follow up issues as necessary.
• May visit off-campus sites to coordinate event details.

Training

• Maintains materials and provides hands-on training for student staff who are interested in entering the events management or technical production field.
• Assists with recruiting, hiring, and training students for events management and to relate appropriate academic coursework to the “real world” experience of working on live shows and programs.
• Provides instruction that complements academic course content in an actual situation that will assist with developing leadership, management, technical, and organizational skills applicable in the workplace.
• Provides coordination and lead work direction to students, volunteers, staff, vendors, and/or other events personnel to ensure compliance with policies and procedures. Contributes to training manuals and videos through written, verbal, and videotaped instructional recordings that are uploaded to the Internet. Maintains training manuals as needed to keep them up-to-date.

Marketing/Communication

• Coordinates marketing materials as needed including on-line communications, social media, mailers, advertisements, posters and flyers, marquee announcements and other necessary communications.
• Provides content for the website and public relations materials and coord