What are the responsibilities and job description for the Coordinator, Special Events position at University of Houston-Clear Lake?
Department: University Advancement
Salary: Commensurate with education and experience.
Description:
The Coordinator, Special Events coordinates and executes events supported by the Office of Special Events for University Advancement (UA) and Office of the President events (fundraising, alumni engagement, faculty support, student engagement, and community partnership needs). The Coordinator manages a tracking system for assessment purposes, manages event scheduling, contacts and coordinates students, faculty, donors, and community clients to define event planning roles, identifies and secures vendors, acquires necessary quotes, meets with venues to set up event logistics, completes payment reconciliations, screens internal/external requests, reporting, makes recommendations to supervisor, and supports events as directed by supervisor. The ideal Coordinator will have a positive attitude, will be always be professionally courteous and will be candid in discussing challenges with the supervisor to ensure timely resolution.
Duties:
- Takes the lead on developing and undertaking event set-up during weekdays, after-hours, and on weekends, which is frequent. Engages volunteers and staff to complete set-up, problem-solve with overall event issues, clarifies team members responsibilities to ensure appropriate decision-making by supervisor. Time availability must mirror supervisor's.
- Coordinates detailed event activities (including but not limited to President's events, donor events, conferences, and external customer events), registration, presentation and information materials. This is most effectively accomplished via direct meetings with event customers.
- Assists with conceptualization and organization of events, ensures accuracy and timeliness of list orders (invitation/sponsors), guest lists, invitations, programs and other printed or digital event materials.
- Initiates search for event entertainment, venue, products, and prepares contracts and other procurement instruments for services as assigned. Researches payment issues with internal and external vendors and coordinates collection of necessary approvals for all event costs in collaboration with the Director of Special Events. Monitors event budget availability against department expectations.
- Coordinates property inventory and serves as property custodian for the Special Events department.
- Works with students, donors, alumni and academic partners to recruit volunteers as directed by supervisor; provides independent and assigned direction and support to assigned partners and volunteers as needed. Directly supports UA fundraising team on related events.
- Utilizes design skills to draft invitations, programs, and other concepts that accentuate event elements; creates online information gathering vehicles to capture customer satisfaction (surveys) and manages their deployment and intake of information for departmental evaluation and the development of future best practices.
- Consults with other UA team members, specifically the development and alumni relations departments, to formulate event plans, provide event design recommendation in consultation with supervisor, and develop execution plans for resulting event. Provides post-event reporting and analysis of event strategy from an Office of Special Event perspective.
- Maintains a high-level of professionalism and discretion before, during, and after event production. Performs related duties as assigned.
Required Qualifications:
- Associate's degree.
- Experience in coordinating activities and events.
- Knowledge of event logistics planning (vendors, list orders, budgeting, etc.).
- Knowledge of campus programs and university procurement policies and procedures.
- Knowledge of special event protocols and best practices.
- Working knowledge of Microsoft Office, Canva, Qualtrics, and familiarity with design programs. Experience with CRMs and PeopleSoft, or similar platforms.
- Experience with A/V handling, digital/virtual environment coordination (facilitating webinar-based activities in support of events, or as the event.
- Excellent written and oral communication and ability to provide accurate information.
- Ability to be organized and focused on nuances of specific tasks that advance events to meet objectives.
- Workflow awareness that supports UA team members and timeliness of project completion.
- Ability to problem-solve based on sound judgment as well as the ability to follow direction from supervisor and team members.
Desired Qualifications:
Bachelor's degree in Business Administration, Marketing, Communications, Liberal Arts or related field.
Progressive experience in coordinating activities and events in support of education.
Demonstrated aptitude with budgets, experience working with vendors and internal procurement departments; event planning and execution.
