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Event Coordinator (Special Events Coordinator, Office of the President)

Augusta University

About Us

Blazer Values

Valdosta State University is a learning environment based on trust and mutual respect in which open dialogue, vigorous debate, and the free exchange of ideas are welcome. The University is equally dedicated to the core value of community, including a commitment to practice civility, integrity, and citizenship. As members of this community, and proud Blazers, we will strive to uphold these core values for the advancement of the University:

Civility ¿ A Blazer shows courtesy and compassion as well as respect for the dignity of every human being.

Integrity ¿ Each Blazer is responsible for his or her own actions, and our community is stronger when we contemplate the context of our decisions and uphold the principles of trust and honesty.

Citizenship ¿ Every Blazer has an interest in the well-being of the community, and, therefore, a duty to stay informed, to make positive contributions, and to offer support to those who need help.

As a Blazer, I pledge to uphold the core principles of Civility, Integrity, and Citizenship.

USG Statement of Core Values (8.2.18.1.2 )

Every member of the USG community is required to adhere to the USG Statement of Core Values ¿ Integrity, Excellence, Accountability, and Respect ¿ that form and guide the daily work of the organization.

Integrity ¿ We will be honest, fair, impartial, and unbiased in our dealings both with and on behalf of the USG.

Excellence ¿ We will perform our duties to foster a culture of excellence and high quality in everything we do.

Accountability ¿ We firmly believe that education in the form of scholarship, research, teaching, service, and developing others is a public trust. We will live up to this trust through safeguarding our resources and being good stewards of the human, intellectual, physical, and fiscal resources given to our care.

Respect ¿ We recognize the inherent dignity and rights of every person, and we will do our utmost to fulfill our resulting responsibility to treat each person with fairness, compassion, and decency.

Job Summary

Plan, coordinate, publicize, and implement activities, events, and conferences.

Responsibilities

The Special Events Coordinator is a critical position in the Office of the President. Reporting to the Chief Officer and collaborating closely with the Executive Assistant, this position ensures that all Presidential and other special events are planned, organized, and executed successfully from start to finish.

Typical Allocation of Duties

Coordinate with other university staff - 20%

Coordinate event activities with other university departments and staff.

Oversee event planning, delegation, and implementation - 20%

Oversee scheduling, planning, coordination, delegation, and implementation of special campus events.

Marketing and preparation - 20%

Market university facilities to internal and external customers and manage event-set up and preparations. Manage related contracts.

Supervise and train - 10%

Train, assign, direct, supervise, evaluate, and discipline student workers and other staff as assigned. Supervise workers before, during, and after events.

Provide support for facility maintenance and reservation processes - 10%

Make operational decisions that support the goals of the department and the customer's events; resolve conflicts, communicate availability, prioritize resources.

Manage audio-visual and other services - 10%

Oversee the provision of audio-visual and other services in support of conferences and events. Manage equipment inventory.

Policy and procedure - 10%

Ensures compliance with all relevant policies, procedures, rules, regulations, laws, and agreements.

Supervisor Expectations

  • Oversees, plans, schedules, and coordinates the logistics of all Presidential, VIP, and other special events (including commencement ceremonies) from start to finish, according to requirements, target audience, and event objectives.
  • Organizes and leads event rehearsals, drafts and shares ¿order of program¿ documents. 
  • Plans, organizes, and manages events, including logistics, registration, RSVP tracking, presentation materials, and pre-and post-event evaluations.
  • Coordinates necessary arrangements with campus support groups for events (Strategic Communications, Catering, Plant Services, Public Safety, IT, Student Life, Parking, Print Shop, etc.)
  • Organizes and arranges appropriate levels of staffing and volunteer support for event coverage; set-up to breakdown.
  • Creates and maintains event procedure documents and playbooks.
  • Supervises student employee/s.
  • Obtains and organizes quotes, contracts, and invoices for events.
  • Negotiates contracts and serves as liaison to vendors and technical staff.
  • Creates diagrams, floor plans, and seating charts with setup requirements.
  • Creates, maintains, communicates, and executes event timelines. 
  • Checks set-up prior to scheduled events.
  • Provides on-site event support including after-hours and weekend events.
  • Periodically oversees and assists with set ups as needed (moving tables, chairs, podium, stanchions, floor carpet install and tear down, etc.)
  • Manages event inventory for purchases, surplus, repairs, etc.
  • Provides occasional back-up for front desk coverage in the President¿s Executive Office Suite.
  • Provides various administrative support duties as assigned for the Office of the President.
  • Serves on university committees.
  • Other duties as assigned.

An ideal candidate will have:

Bachelor's degree from an accredited institution of higher education in related field.

Current, valid, and unrestricted Georgia driver's license.

Relevant work experience.

Ability to work some nights and weekends.

Proficiency with Microsoft Office Suite.

Project management experience.

Experience coordinating large scale events/commencement ceremonies.

Ability to handle high-stress situations and maintain composure and professionalism at all times.

Able to handle multiple tasks or projects at one time meeting assigned deadlines.

Ability to apply technology and innovation to improve efficiency and solve problems.

Budgetary experience.

Experience creating and updating excel spreadsheets.

Excellent interpersonal, initiative, teamwork, problem solving, independent judgment, organization, communication (verbal and written), time management.

Strong attention to detail and follow up skills.

Strong customer service skills and phone and e-mail etiquette. 

Ability to work successfully with a high level of autonomy, self-motivation, and resourcefulness. 

Required Qualifications

Required Experience

Bachelor's degree and over three (3) years of related work experience.

Proposed Salary

Commensurate with experience.

Conditions of Employment

Employment is contingent upon successful completion of a background check. Position May Require Credit Check (if using P-Card, working with Cash, etc.).

Position Requires completion of VSU's Annual Compliance Training course (such as State Business Transactions, Drug Free Workplace, Anti-Harassment Policy, Introduction to Information Security, Workers Compensation, Motor Vehicle Policy, USG Ethics Policy, Conflict of Interest/ Outside Activities Policy, Leave Procedures for Faculty and Staff, Georgia Open Records Act, Family Educational Rights and Privacy Act (FERPA), and Contracts 101. Supervisory positions require training in FMLA and Worker's Compensation.

Equal Employment Opportunity

Valdosta State University is an equal opportunity educational institution. It is not the intent of the institution to discriminate against any applicant for admission or any student or employee of the institution based on the age, sex, race, religion, color, national origin, disability, or sexual orientation of the individual.

Other Information

VSU reserves the right to:

  • View social media outlets,
  • Check references at any point during the search process,
  • Shut down a posting without additional notification.

Background Check

  • Position of Trust + Credit

Accommodations

If you are a qualified individual with a disability, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings, apply for a job on this site, or participate in the search process as a result of your disability. You can request reasonable accommodations by contacting Catherine Wills, in the Office of Human Resources at croark@valdosta.edu.

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Confirmed 10 hours ago. Posted 16 days ago.

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