Special Events Coordinator - 008520

Minimum Qualifications

• Bachelor’s degree in a related field from an accredited institution as approved and accepted by the University of South Alabama
• One year of directly related experience
• An equivalent combination of education and experience may be considered

Job Description Summary

The University of South Alabama’s department of Development and Alumni Relations is seeking to hire a Special Events Coordinator.

Essential Functions

• Works creatively and with limited supervision on the research, planning, communications, and implementation required to successfully complete various special events for the Office of Development and Alumni Relations and events for other campus departments as assigned by the Manager, Special Events.
• Assists with event visual identity, including but not limited to communication such as invitations, logos, marketing collateral, decor and production assets as necessary.
• Works with internal and external clients to ensure campus guidelines are followed, paper and electronic forms are completed accurately, and supporting documentation is on file.
• Tracks and manages event timelines and deliverable; facilitates pre-event meetings to review the detailed schedule of activities and troubleshoot as necessary.
• Prepares budget estimates for events as required, including previous years where applicable, and keeps records of actual expense incurred by event.
• Processes invoices, contracts, parking requests, shuttle requests, facilities work orders, catering requests, budget transfers, reserves rooms, orders supplies, etc. in an accurate and timely manner.
• Provides high level customer service to on and off campus constituents, as well as students during interactions and events.
• Requests and maintains events in Blackbaud Razor’s Edge Databases, Events Pages in Net Communities, Events in GIve Campus, Google forms and Jot forms to track RSVP’s and attendance for events.
• Attends and assists events on and off campus, as assigned, including evenings and weekends.
• Serves as additional software administrator to Events Manager for the EMS (Events Management Software) & Master Calendar systems.
• Inputs class schedules from a report on a weekly basis.
• Sends weekly event reports to key entities regarding upcoming events so that major parties are aware and can plan ahead in the event of any overlap on resources.
• Creates accounts for external EMS users.
• Oversees the daily management of the Master Calendar System including reviewing and approving event descriptions and associated imagery in congruence with our Marketing and Communications Strategy.
• Manages and maintains Special Events department email address, answers routine questions regarding standard policies and procedures under the Manager’s jurisdiction.
• Answers and forwards emails to appropriate parties in a timely manner.
• Establishes, maintains, processes and updated files, records, certificates and/or documents for the department.
• Manages the department’s accounts payable.
• Orders supplies for the department.
• Represents the department in meetings as required.
• Regular and prompt attendance.
• Ability to work schedule as defined and additional hours as required.
• Related duties as required.