Job description
Position Information
Requisition Number
P00977
Position Type
Staff
Department
University Events
Working Title
Event Coordinator
Classification
Administrative Assistant 1 - 08210
Position Summary Information
Nature of position
Permanent, Full-time
If Temporary, Start Date
If Temporary, End Date
If part-time, hours per week
If part-time, percent time
Days Worked
Monday to Friday
Hours/Shift worked
8 a.m. to 4:30 p.m.
Union
AFSCME
Posting Detail Information
Job Summary/Basic Function
The Event Coordinator assists the Division of Advancement, as well as the University (when assigned), to produce and execute a wide array of events that recognize, celebrate, nurture, and engage donors, alumni, parents, faculty, staff, retirees, and friends, including but not limited to campaign and development-related events, Presidential programming, Commencement, etc. This position is responsible for coordinating and executing event details, calculating and adhering to a budget, planning menus, booking venues and entertainment, ordering flowers/decorations, draft/print invitations, preparation of mailing/invite lists and other duties ensuring Advancement and University-events run smoothly and effectively.
Located in Lancaster County, Pennsylvania, Millersville University of Pennsylvania is one of the 10 public universities of Pennsylvania’s State System of Higher Education. Our pillars of distinction include exceptionally strong student-faculty relationships, numerous programs of distinction, a beautiful campus and vibrant location, and successful job placement for our students. Our students’ success, both inside and outside of the classroom, is our highest priority, and we provide numerous opportunities to facilitate their academic, personal, and social growth and development. Almost 70 baccalaureate programs are available for our 6,000 students to find their path. Approximately one thousand graduate students enroll in 21 master’s and three doctoral programs. Our faculty are highly respected in their fields and dedicated to the success of students in the classroom, research labs, and in campus life. Over 66,000 alumni live in all 50 states and in 72 countries around the world. We seek individuals who embrace and value our EPPIIC values of exploration, public mission, professionalism, inclusion, integrity, and compassion.
Annual Salary Range: $41,917.00 plus comprehensive benefits starting on the first day of employment, including:
Located in Lancaster County, Pennsylvania, Millersville University of Pennsylvania is one of the 10 public universities of Pennsylvania’s State System of Higher Education. Our pillars of distinction include exceptionally strong student-faculty relationships, numerous programs of distinction, a beautiful campus and vibrant location, and successful job placement for our students. Our students’ success, both inside and outside of the classroom, is our highest priority, and we provide numerous opportunities to facilitate their academic, personal, and social growth and development. Almost 70 baccalaureate programs are available for our 6,000 students to find their path. Approximately one thousand graduate students enroll in 21 master’s and three doctoral programs. Our faculty are highly respected in their fields and dedicated to the success of students in the classroom, research labs, and in campus life. Over 66,000 alumni live in all 50 states and in 72 countries around the world. We seek individuals who embrace and value our EPPIIC values of exploration, public mission, professionalism, inclusion, integrity, and compassion.
Annual Salary Range: $41,917.00 plus comprehensive benefits starting on the first day of employment, including:
- Health insurance – Low bi-weekly premium. Employees pay 5% of bi-weekly salary for benefit coverage with ability to pay 2.5% when participating in the wellness program.
- Dental insurance – Coverage is free to employee and dependents after 90 days
- Vision insurance – Coverage is free to employee and dependents after 90 days.
- Group life insurance – equal to annual salary (up to $40,000.00) at no cost to the employee.
- Retirement – 2 plans to choose from.
- Tuition waiver – employee, spouse, and dependents are eligible.
- Vacation leave– up to 11 days accrued per year for first 3 years, increases to 19 days per year after 3 years.
- Sick leave – up to 11 days accrued per year, including up to 5 days per year that can be taken to care for a family member.
- Holiday leave – Up to 12 days per calendar year.
The State System Employee Benefits Summary can be found at
https://www.passhe.edu/inside/HR/syshr/Benefit_Summaries/PEBTF_Summary.pdf
At Millersville University we are committed to fostering a learning and working environment that promotes the intersectionality of diversity to foster a climate of inclusion. Employing our EPPIIC values and the principles of Inclusive Excellence, we hold that an inclusive community is a core value that is an essential part of the foundation for our learning and working environment. Millersville University is an equal opportunity employer and, in compliance with federal and state laws and university policy, is committed to providing equal educational and employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, gender identity or gender expression. Individuals from traditionally underrepresented populations are encouraged to apply.
Required Qualifications
- Bachelor’s degree or any equivalent combination of experience and training.
- Experience in:
- developing and monitoring budgets
- coordinating small (less than 100) and larger-scale (100+) events.
- Excellent customer service skills.
- A high degree of integrity and adherence to confidentiality.
- Excellent organizational skills.
- Ability to successfully manage complex schedules using calendar management features.
- Experience in taking clear and concise meeting minute notes.
- Comfort with dynamic, fast-paced work environments; a sense of urgency and attention to deadlines and details.
- Flexibility,
- willingness, and ability to pursue and adopt new ideas, information and technology, and process and summarize information.
- Evidence of independent judgement, personal responsibility, and anticipatory thinking.
- Demonstrated ability to:
- solve problems
- communicate effectively with people from varied social, educational, and economic backgrounds and demonstrate sensitivity to diversity and multicultural issues.
- maintain a professional demeanor in fast-paced work environment.
- learn academic and office policies.
- change priorities with little/no notice
- use office machines such as telephone, computer, scanner, copier.
- Excellent oral, written, interpersonal communication skills.
- Proficiency in Microsoft Office including Word, Excel, PowerPoint, Teams, and Outlook.
- Evidence of a commitment to diversity, equity, and inclusion.
- Successful interview (Including Clerical Testing).
- Successful completion of three background checks.
Preferred Qualifications
- Experience using student information systems.
- Progressively complex event planning experience in special events, alumni, development, fundraising or campaign work and/or experience in hospitality industry.
- Experience with Raiser’s Edge database, Astra software and Constant Contact software.
- Experience with web page maintenance.
- Experience working in higher education.
Job Description
Events
- Coordinate and oversee details of advancement-related events and/or University events, including, but not limited to:
- event logistics, booking facilities, arranging food and beverage, ordering supplies and audiovisual equipment/technology.
- order and post event signage; ensure appropriate décor (i.e., florals, linens, color schemes, etc.) to meet the quality expectations of the University.
- Registration, attendee tracking, material support and pre-and-post evaluations. (From time to time, may plan/support events within the alumni engagement or other departments within the Advancement Division.)
- Calculate budgets and ensure they are adhered to and provide periodic progress reports for each event.
- Keep track of event finances including check requests, invoicing, and reporting.
- Prepare and modify event contracts, as necessary.
- Coordinate and monitor event timelines and ensure deadlines are met.
- Initiate, coordinate and/or participate in all efforts to publicize/market an event.
- Edit, design and/or elicit support staff (or external entities) to develop promotional materials, including invitations (both print and digital), programs, posters, postcards, etc.; work with off-site printer/mailhouse as appropriate.
- Prepare presentations and scripts, as necessary.
- Coordinate invite lists and share as appropriate with key advancement staff.
- Send invitations and manage all RSVP’s and share lists with staff, at appropriate times (prior to event).
- Create and revise room layouts for each event.
- Troubleshoots issues, proactively seeks out and implements solutions.
- Assist with managing on-site production and clean-up for events, as necessary.
- Prepare nametags, materials, programs, gift bags/gifts, registration lists, seating cards, name cards, etc.
- Assist Advancement staff with day-to-day management of related campaign activities; interact with donors on a regular basis in developing parameters and when planning involves being on or off-campus (i.e., donor residence).
- Interact with president’s cabinet and his/her staff, deans, faculty, staff, campus departments, as well as external entities on various levels of research, booking, arrangements, including catering and venue data.
- Serve as support liaison for internal and external constituencies for events on site. Communicate with and manage local vendors with respect to scheduling deliveries of goods/services on site for events.
- Schedule and direct student alumni association hosts, as necessitated.
- Schedule and direct photographers.
- Organize all event materials for delivery on site to and from the Office of University Events.
Scheduling and Event Calendaring
- Assist Director in developing, updating, and maintaining scheduling guidelines and reservations.
- Receive, review and process requests for Astra log-ins.
- Provide training for new Astra users and updates for current users.
- Responsible for receiving, reviewing, and processing approvals/denials for event space requests and calendar posting requests.
- Establish and maintain preferred standards of utilization for all events/event postings.
- Review all requested calendar postings for appropriate and accurate content, complete details, and categorization. Provide guidance to users on how to improve postings.
- Review, select and post featured/highlighted events on a weekly basis.
- Troubleshoot issues, proactively seek out, develop, and implement solutions.
Office Administration
- Screen and route telephone calls, e-mails (including the generic department emails), faxes, mail, etc. to the appropriate personnel, and provide responses, as needed.
- File, update and organize documents, including digital records.
- Maintain organized office and storage spaces.
- Balance multiple tasks and deadlines with interruptions of phone calls and walk-ins in a busy office environment.
- Manage correspondence, including thank-you correspondence, reports, and data lists, as appropriate.
- Interact and work closely with other staff within the division of Advancement, as well as other on-campus departments and donors.
- Assist with all requisitions (i.e., office supplies), vendor services and service-related contracts.
- Manage, organize, and reconcile all bills, statements, and process accordingly.
- Assist in the development and compilation of continuous improvement (including pre-and-post surveys and evaluations).
- Propose new ideas to improve the event planning and implementation process and types of events.
- Assist in the development and assessment of annual goal objectives for position, as well as events.
- Assist with recruiting, screening, interviewing, hiring, and training of student employees.
- Use database to obtain donor, alumni, and other constituency information.
- Use Astra software to schedule events space.
- Maintain the departmental website to accurately represent departmental information and available resources, including staff and contact information, campus venue descriptions and links to university services such as catering and facilities. Ensure online request forms are functioning properly.
- Support university initiatives by serving on committees and work groups relevant to position/department (i.e., Campus Calendaring Committee, Commencement Committee, etc.).
- Support the Director of University Events in regards to the University’s scheduling and calendaring software and provides training and assistance to users on the capabilities of software.
- Perform other related duties as may be assigned by the Director of University Events, the Associate Vice President for Advancement, and/or the Vice President for Advancement.
Essential Functions
- Most work done at a desk, utilizing a computer and phone.
- Work is normally performed in a typical interior/office work environment.
- Ability to sit for long lengths of time.
- Extensive verbal communication skills (provide information and assistance regularly).
- Extensive writing skills (prepare and organize complex documents).
- Understanding of written and verbal directions.
- Intermediate math skills (addition, subtraction, multiplication, division, fractions,
- percentages).
- Must be able to lift/pull/push up to 10 pounds.
Posting Open Date
03/20/2023
Posting Close Date
04/09/2023
Full Consideration Date
Special Instructions to Applicants
- This position is represented by a labor union and is subject to the terms and conditions of the AFSCME Collective Bargaining Agreement.
- Ability to work remotely if required due to emergency university closure.
- Ability to work evenings and weekends, as needed.
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