Senior Events Coordinator

Description:

Responsibilities

• Champion the school and university’s vision, culture and values.
• Lead the planning, coordination and implementation of in-person and remote meetings and events for faculty, school centers and school operations including commencement, move in day, new student welcome, all hands-meetings, and employee appreciation events.
• Ensure smooth running, effective events, including successfully recognizing and resolving potential and real problems in a timely manner using tact, sensitivity, discretion and political acumen.
• Research and select venues, vendors, goods, and services. Organize and facilitate planning meetings with internal/external stakeholders and staff colleagues to establish objectives, budgets and goals. Proactively assess and manage workloads to maximize efficiency and meet event and project deadlines.
• Ensure vendor quality assurance, negotiate costs and recommend appropriate vendors to stakeholders based on event goals and objectives.
• Track, reconcile, and review event expenditures, budgets, accounts payable processes and payroll. Prepare and organize monthly financial reports and bank reconciliations for events. Ensure consistency and quality of materials communicated.
• Consult with stakeholders on various event planning details including conception, design, coordination, and post-event evaluation. Design event plans with inclusion, accessibility, and safety in mind. Advise on strategies for successful event engagement with varying stakeholders across different cultures and social groups.
• Liaise with internal/external stakeholders, responding to their needs, maintaining and enhancing relationships, and resolving any problems that arise.
• Establish and communicate event planning and hosting standards. Contribute to an inclusive environment, building and maintaining strong cross-functional relationships and a deep understanding of organizational and university cultures.
• Hire, train, and provide work direction to student workers, and volunteers for event involvement and setup.
• Acts as day-of events manager and meets vendors on site for event set up, services, and break down.
• Perform other related duties as assigned or requested.

Required Competencies

• Effective communications: Engages clearly and empathetically in interactions with others in all forms of communication, including verbal and written, one-on-one and group, etc.
• Interpersonal awareness: Builds and maintains positive relationships and contributes actively as a member of working teams to achieve results.
• Professional credibility: Takes responsibility for meeting goals, objectives and obligations, as well as solving problems while representing the mission, vision and values of the school.
• Critical thinking: Obtains, analyzes and evaluates information effectively in the face of ambiguity.
• Diplomacy: ability to cultivate and maintain meaningful relationships.
• Diversity and inclusiveness: Respects, values and contributes to USC Annenberg’s commitment to diversity, equity, inclusion and access. Approaches inclusion as a lifelong learner, committed to examining personal beliefs and biases and continuously developing as a member of a team devoted to equity.

Qualifications

• Preferred experience:.2-5 years of experience planning, managing and facilitating events, preferably in academia or non-profit.
• Bachelor’s degree in business, communications, hospitality, or related field.
• Experience with office management communication software and tools (e.g., Google suite, Slack, Microsoft Teams).
• Comprehensive understanding of all relevant state and local event regulations.
• This position is designated as a Campus Security Authority (CSA) under the Clery Act and must comply with the requirements of said designation.