Office and Events Coordinator

This is a two-year term appointment working an academic schedule of 10 months per year. The position requires a flexible schedule during peak periods of activity, sometimes requiring evening hours.

Responsibilities

Event Management

• Serve as primary point of contact for all department events
• Oversee all logistics for student and faculty workshops, conferences, COM lecture series, post-workshop dinners, and special events, including but not limited to selecting venues, arranging catering, choosing vendors, handling event decor/design, managing event registration if applicable, reserving spaces, arranging off-campus hotel and transportation, and technology and furniture setup/teardown
• Liaise with various University Services units (Campus Dining, Facilities, Transportation and Parking Services, Conference and Event services, and AV Services) to reserve, deliver, and set up event-related items including catering, tables, chairs, linens, A/V, etc. from internal and external vendors
• Prepare detailed trip itineraries for visitors
• Manage and schedule department events calendar
• Collaborate with faculty and students to develop program schedules and budget proposals for events

Communications

• Work with the department manager to implement an annual strategic communications plan for the department, including web, social media, and print publications
• Draft written content for the department's website, digital newsletters, print, and social media
• Oversee design and production of programming materials and posters for events with responsibility for copyediting and proofreading print and digital newsletters, posters, and course flyers
• Post content to COM departmental website
• Direct graphic designer to create posters and ads for publication
• Develop publicity pieces using Constant Contact for email distribution
• Reconcile expenses for department publicity

Office Administration

• Perform the front-desk function for the department by answering general questions from faculty/students, and routing emails, calls, and drop-in inquiries to department staff
• Oversee mail and follow up with Mail Services when delivery problems occur
• Draft and send announcements, invitations, and other correspondence
• Manage department spaces with a high degree of care, including ordering/restocking office supplies including coffee, snacks as well as overseeing the overall upkeep of the kitchen space

Facilities Management

• Submit and follow up on work orders for maintenance needs like lighting, heating/cooling/humidity, cleaning, etc. in offices, conference room, classrooms, and kitchen
• Approve/deny requests in EMS from various University partners to use space
• Serve as a Building Access Coordinator to submit requests to Site Protection for faculty needing access to the office suite or classroom during off-hours
• Assist Venue Services with reporting any cleaning, pest control, or service repair needs for the restrooms, hallways, classrooms, and stairwells

Requirements

• High school diploma or equivalent education and experience
• 3+ years of related work experience
• Advanced skills in Microsoft Office for word processing, spreadsheets, slide decks, and forms
• Expertise with Zoom for scheduling and configuring virtual meetings or webinars
• Excellent writing skills
• Attention to detail and responsiveness to deadlines
• Problem-solving skills and a demonstrated ability to work independently

Preferred Qualifications

• Experience with communications platforms such as Constant Contact, Doodle, Jotform
• Proficiency with Canva and Drupal
• Prior experience working in a higher education or nonprofit environment
• Experience with University systems including EMS, Prime, Concur and SharePoint

Pay

Based on the academic schedule (21/26 pay periods), this position has a prorated salary range of $45,230 - $51,692.

Benefits

• Benefits-eligible position
• Comprehensive benefit program offered to eligible employees

Schedule

• Standard weekly hours: 36.25
• Eligible for overtime
• Probationary period: 90 days