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DUTIES AND RESPONSIBILITIES:
The Special Events Coordinator is responsible for planning, arranging, and coordinating facility and logistical support for all on- and off-site events sponsored by and in collaboration with Lamar Institute of Technology. Additionally, this person will coordinate external constituent events held in the MPC’s multi-purpose room. Independently and/or with very minimal supervision, this role will manage and oversee event operations. Duties include establishing event plans and themes, budgets, contacting and selecting speakers, lodging, catering, security, publicity (marketing department), materials, and equipment; partnering with LIT purchasing and contracts to negotiate with vendors and perform contract review; and works with the accounting department for billing needs. This position will independently manage and coordinate repeat programs/events and develop new programs/events.
DUTIES AND RESPONSIBILITIES:
- Assists with the planning, development and coordination of all college events, such as fundraising events, conferences and webinars, receptions, workshops, annual ceremonies (such as awards and recognition ceremonies, commencement, etc.), LIT workshops, holiday gatherings, etc. These events range in scale from large to small events.
- May also assist with department- and unit-level events, such as career fairs, workshops, donor receptions and social events. Consults and coordinates with appropriate campus staff/clients to determine logistics for event.
- Proactively network and maintain relationships to gain potential future business.
- Coordinates services and manages event logistics including scheduling, facilities use, assists with vendor negotiations and contracts, lodging, food service, security, speaker selection, event registration and participant communication, equipment, and technical support (to include lighting).
- Collaborates with facility managers and vendors and provides on-site assistance at events. Ensures physical details, such as photographers, furniture arrangement (will participate in setup and teardown) and room décor, are completed.
- Oversees and monitors compliance with applicable laws, regulations, policies, emergency procedures, and ADA compliance during programs/events.
- Develops and coordinates event materials in partnership with LIT’s marketing team including invitations, programs, fliers, posters, meeting notices, advertisements, agendas, name tags, multimedia presentations and letters.
- Arranges for design, reproduction, and distribution of materials.
- Coordinates mailing lists and event invitations.
- Develops event messaging, internal news announcements, scripts and talking points; coordinates creation and distribution within LIT.
- Manages event budgets including monitoring expenses.
- Partners with Accounting to ensure proper maintenance of financial records and customer/client profiles for proper billing.
- Coordinates estimates, invoices and collection of payments.
- Generates final report of each conference/workshop/event expenses, revenue and balances for executive team review.
- Hires student workers as needed, oversees their schedules and manages their timesheets
PHYSICAL REQUIREMENTS: This position requires the ability to stoop and kneel, occasional ladder climbing and the ability to lift and transport equipment up to 50 lbs. according to event needs.
Minimum Qualifications
MINIMUM QUALIFICATIONS OR SKILLS:
- Four (4) years of event management or coordination experience including logistics planning, budget development, or working with clients and the public.
- Demonstrated experience successfully completing multiple team and independent projects on short timelines in a fast-paced environment with utmost professionalism.
- Experience with Microsoft Office Suite programs: Word, Excel, Outlook, PowerPoint.
- Position requires occasional evening and/or weekend work to support event needs.
- Valid driver’s license by date of hire.
EEO Statement
Lamar Institute of Technology is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status.
Preferred Qualifications
PREFERRED QUALIFICATIONS OF SKILLS:
- Membership in a meeting planner association.
- Experience composing publicity copy, such as newsletters, eblasts, announcements, website copy or social media copy.
Security Sensitive Statement
This position is security-sensitive and thereby subject to the provisions of the Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information.
Salary 35,568.00 Work Hours Quick Link https://jobs.lit.edu/postings/1302
Application Details
Open Date
09/09/2022
Open Until Filled
No
Close Date
