College Events Specialist - West Lafayette, United States - Purdue University

Description

Job Summary

Plan and implement creative and unique event experiences effectively and efficiently for high profile events in the College of Engineering. Coordinate several events annually, including but not limited to student, faculty, and staff ceremonies, groundbreaking events, and virtual celebrations. Assist with site location, contract negotiation, food and beverage management, event logistics, budgeting, and onsite management. Assess the needs of guests and quickly rank event priorities and logistical arrangements. Communicate regularly with College of Engineering staff to ensure event needs are met. Create and maintain event plans and production schedules. Complete speech requests for the Dean, Provost, and President as needed.

The College of Engineering at Purdue University is among the best and largest Engineering schools in the world. With nearly 16,000 engineering students and more than 500 tenure track faculty in the college, this position has ample opportunity to have an impact at one of the world's most influential universities.

For more information about our department, please visit:

• College of Engineering, Purdue University
• External Recognitions Program
• College of Engineering's Social Media

Duties and Responsibilities
Event Planning

• Assist with and/or coordinate arrangements for numerous events each year, with an emphasis on selecting vendors, reviewing contracts, and securing all logistics for events. Communicate with colleagues in the Dean's Office and throughout the College (and across campus) to ascertain needs for each event. Responsible to ensuring proper invitations are created and sent on timely basis to specified guest lists. Collect RSVPs and maintain event attendee lists; enter all seating assignments, send to interested parties and make on-site adjustments. Ensure event locations are accurately identified and reserved. Set up transportation and accommodations for participants, guests, and staff.

Event Management

• Oversee event management and work with a wide range of vendors, students, and staff. Resolve issues with vendors and troubleshoot on site to ensure event runs smoothly. Ensure that needs of guests are met. Maintain high level of customer satisfaction from event registrations through on-site interactions. Work with on-site vendors and staff to maintain high level of safety and security as well as manage university liabilities. Travel to event sites as needed; attendance at evening and weekend events are expected.

Qualifications

Required:

• Bachelor's degree in a related field
• Two (2) years of experience related to event and/or project planning
• Equivalent combinations of education and experience may be considered
• Must be detail-oriented and exhibit excellent organizational, time-management, and interpersonal skills
• Must possess ability to multitask, meet deadlines, and demonstrate strong planning, problem-solving, critical thinking, and project management skills
• Must be able to handle frequent interruptions
• Proficiency in Microsoft Word, PowerPoint, Excel, Outlook (email/calendaring), SharePoint, and Zoom
• Superior customer service orientation. Ability to represent the University and Special Events with tact and diplomacy
• Ability to make sound judgments, assume responsibility and handle confidential information
• Ability to influence and build working relationships among a diverse workforce at all levels.
• Strong oral and written communication, including telephone etiquette, planning, proofreading, and editing
• Ability to identify and determine problems, analyze information, and implement solutions
• Ability to both work independently and contribute to a team environment
• Must be able to work evenings and weekends
• Travel to event sites is required
• Must be able to lift and carry 10-25 lbs. frequently and up to 40 lbs. occasionally.

Additional Information:

• Purdue will not sponsor employment authorization for this position
• A background check will be required for employment in this position
• FLSA: Exempt (Not Eligible For Overtime)
• Retirement Eligibility: Defined Contribution Waiting Period
• Purdue University is an EOE/AA employer. All individuals, including minorities, women, individuals with disabilities, and veterans are encouraged to apply