Scheduled Hours

37.5

Position Summary

Coordinates, implements and manages events for department or school. Develops and facilitate plans that include logistics, budgeting, space planning, vendor management, program details, communication needs and other details to make events successful.

Job Description

Primary Duties & Responsibilities:

• Oversees, manages, and provides assistance as needed for special events in McKelvey School of Engineering including but not limited to Center events, Women & Engineering Center events, McKelvey Community Engagement events, research based workshops, conferences, annual program meetings, ERC's, NSF site visits, ABET site visits, heavy-lift department events, high-profile school level events, outreach events, Memorial services, Celebrations of Life, and all University Advancement events held at the Dean's private residence.

• Stratgezies events on a school level oversees, manages, and combines smaller individual department programming needs on a schoolwide level for orientation week, visit days, student showcases, end of semester special event days. Combining & coordinating overall rentals, facilities service requests, maximizing opportunities for space, minimizing overall expenses, wear & tear on our infrastructure and reducing our overall carbon footprint.

• Provides event planning support to the Director of Event Management & Community Engagement for commencement celebrations including but not limited to the McKelvey Honors Ceremony, McKelvey Phd Hooding Ceremony & Reception, McKelvey MS BS Ceremony, and McKelvey specific open house opportunities immediately following the University-wide Ceremony

• Oversees event planning related activities including but not limited to contract negotiations and managament, reserving event space, working with Marcom to create invitation, email distribution, project specific websites, project specific inboxes. Working with EIT to coordinate AV needs. Share awareness and coordinates services with campus support partners including but not limited to catering, facilities, cardaccess, zone managers, WUPD, Campus Event Management, the OUR, Parking & Transportation, Summer Programs for campus housing, and  groundskeeping.

• Recruit, train, lead & oversee event staff, volunteers, and vendors. This number flexuates depending on the anticipated number of guests, amount of parallel programming, the amount of days the event is held…it is not uncommon to oversee 50+ people

  Train new staff on the types of spaces in McKelvey Buildings, what can and cannot be scheduled in various types of space, and how to use the University space management reservation system when space is needed for department related activities, meetings, defenses, and events.

• Manage scheduling of shared resources including branded linens, school owned tables, coat racks, event signage, banners, easels, power cords, rugs, oversees key managaement . Monitor the condition of shared resources making recommendations for additional needs and replacements due to wear and tear.

• Manage school-wide room reservation system for al spaces within each engineering building. Serve as the main contact for internal and external requests. Maintain compliance with university space guidelines regarding building usage, alcohol, vendors, and minors. Create compliance check lists as related to engineering spaces for both internal and external users listing policies and procedures when using engineering spaces for events. (Events defined as anything other than an academic class.) Maintain and provide resource list with points of contact for parking & transportation, HES, AV/IT, card access, WUPD, and catering options. 

• Manage large event budgets, registration revenue, and expenses. Manage billing as needed. Establishes timelines, logistical plans, creates & monitors registration surveys & event communication. assist with securing speakers, creating seating plans, creates and shares final run of show including vendor timing

• Performs other duties as required.

Working Conditions:
Job Location/Working Conditions

• Flexibility to work outside normal business hours including early morning, late evening and weekends as needed

Physical Effort

• Ability to travel to on- and off-campus locations as required

• Typically sitting at desk or table

• Repetitive wrist, hand or finger movement

Equipment

• Office Equipment

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They ar