Job Description

Overview

Event Services is a growing department whose primary function is to ensure that events hosted by Utah State University exceed expectations. Event Services is seeking applicants for three Event Services Coordinator positions. These positions are responsible for the overall success of each department and student event at Utah State University managed by the position.

Event Coordinators establish and coordinate events ranging from low to high complexity to include logistical arrangements, registration processes, marketing, speaker management, and on-site coordination. The successful candidate will interface with university departments and off-campus suppliers, handling administrative details of event programs. The three positions will be hired at either Program Coordinator I, II, or III depending on duties assigned and qualifications. Please see the Qualifications section below.

Responsibilities

Event Management

• Client consultation
• Liaise between the client and the service providers and vendors needed to create a successful event
• Serve as the primary contact and supervisor of the event team including staff, volunteers, vendors and support personnel at events
• Oversee event contract creation and implementation
• Design and orchestrate trade show and exhibit functions, and manage a team for all details
• Create a marketing plan for events with client input. Generate timeline for sending notices, facilitate design drafts of marketing pieces and printed materials, social media planning, on-site event apps, and signage
• Compile and store all event data for historical data use

Financial Management

• Prepare and track financial records, ensuring accurate, current revenue and expenditure information
• Develop comprehensive event budgets and continuously monitor and adjust them as needed
• Review service providers invoices and approve payments. Administrate budgeting process and final financial settlement of event within the Event Services policy on closing events
• Analyze accounts and budgets.

Qualifications

Minimum Qualifications:

• The three positions will be hired at either a Program Coordinator I, II, or III based upon duties assigned and qualifications. To be hired for:

• Program Coordinator I: Four (4) years of related experience; OR a Bachelor\'s degree; OR an equivalent combination of education plus experience.
• Program Coordinator II or III: Six (6) years of related experience; OR A Bachelor\'s degree plus two (2) years of related experience; OR an equivalent combination of education plus experience. The difference between the Program Coordinator II or III will be the duties assigned.
• Ability to work a non-traditional schedule, including some evenings and weekends. Some travel may be required.

Preferred Qualifications:

• Bachelor\'s degree in hospitality or conference/event management
• Experience in event management and planning
• Training in either of the software programs:

• EMS
• Cvent
• Supervisory experience

Knowledge, Skills, & Abilities:

• Thorough knowledge of Microsoft Office in a Windows environment
• Ability to work with other custom database systems for which training is provided
• Knowledge and experience with basic bookkeeping practices and procedures
• Strong organizational skills and attention to detail
• Strong clerical and record keeping ability
• Ability to manage and complete multiple projects and deadlines simultaneously
• Excellent written communication skills, including correct grammar, spelling, and proofreading
• Excellent verbal communication skills

Required Documents

Along with the online application, please attach: * Resume to be uploaded at the beginning of your application in the Candidate Profile under \xe2\x80\x9cResume/CV\xe2\x80\x9d

• Cover Letter to be typed/pasted at the end of your application under \xe2\x80\x9cOther Documents\xe2\x80\x9d

**Document size may not exceed 10 MB.**

Advertised Salary

Commensurate with experience, plus excellent benefits

ADA

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. The employee is regularly required to sit and often uses repetitive hand motions.

University Highlights

Utah State University (USU) was founded in 1888 and is Utah\xe2\x80\x99s land-grant and space-grant university. USU is one of only 146 research institutions in the U.S. classified as R1 \xe2\x80\x9cvery high research activity\xe2\x80\x9d by the Carnegie Classification of Institutions of Higher Education. As one of the two premier research institutions in Utah, USU provides a high-quality education at an affordable price. With its main campus in Logan, the university serves approximately 27,500 students, including 24,255 undergraduates and 3,171 graduate students. USU Online has served students from all 50 states and 55 countries for 25 years.

USU\xe2\x80\x99s statewide system features three residential campuses, 30 total campus locations, and 23 Extension education centers. The university employs 903 full-time faculty members, 124 executive administrators, and 1,649 full-time support staff. USU offers 115 undergraduate majors, as well as 91 master\xe2\x80\x99s and 42 doctoral degrees. about USU.

A core characteristic of USU is engagement with communities and people in economic development, improvements to quality of life, and human capital. Through the practical application of knowledge, the University and its faculty engage and share expertise with the state, nation, and world, preserving the historical land-grant tradition of partnering with communities to address critical societal issues in the interest of the public good.

The USU main campus is located in beautiful , a city of about 50,000 situated in a picturesque mountain valley about 80 miles north of Salt Lake City. Outstanding recreational opportunities abound in the nearby mountains and proximate region.

USU is sensitive to the needs of dual career couples and provides a to support careers for partners who are also seeking employment.

USU endeavors to provide reasonable accommodations to ensure equal access in all aspects of employment to qualified persons with disabilities. To request a reasonable accommodation for a disability, please contact the university\xe2\x80\x99s ADA Coordinator in the Human Resource office at 435-797-0122 or submit a request at hr@usu.edu.

USU Land Acknowledgment

Please visit our website to learn about of the eight tribes of Utah.

*updated 05/2023

Notice of Non-discrimination

In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU\xe2\x80\x99s non-discrimination policies:

Executive Director of the Office of Equity Matthew Pinner, , Distance Education Rm. 401, 435-797-1266

Title IX Coordinator Matthew Pinner, , Distance Education Rm. 404, 435-797-1266

Mailing address: 5100 Old Main Hill, Logan, Ut 84322

For further information regarding non-discrimination, please visit , or contact:

U.S. Department of Education, Office of Assistant Secretary for Civil Rights, 800-421-3481,

U.S. Department of Education, Denver Regional Office, 303-844-5695,

Utah State University