Events & Projects Coordinator

Description

University ceremonies and events are celebrations in the life of the campus. They are the public means for marking institutional milestones; the gatherings to maximize outreach and public relations opportunities, and the forums for helping the University share the culture and accomplishments of the institution. UND events are important components in the University’s efforts to build and maintain positive relationships with internal and external constituencies to generate understanding of and support for the University. The department supports UND’s core values by incorporating community, discovery, diversity, and inclusivity when planning a broad array of events.

This position reports to the Director of Ceremonies and University Events and has a key strategic role in fulfilling the mission of the Division of Marketing and Communications in support of the mission of UND.

Duties & Responsibilities

Plan, coordinate, and implement University of North Dakota ceremonies and other University events. Events include,UND Commencements, groundbreaking ceremonies and dedication ceremonies for new buildings, the UND Bus Tour for New Faculty and Administrators, Founders Day, Feast of Nations, presidential inaugurations, etc.

• Organize and participate in planning meetings and develop timelines
• Track and prioritize event expenses and work with finance staff to create tie-ups and other reports.
• Manage event planning-related communication with internal and external constituencies.
• Develop positive working relationships with constituent groups and participants as well as internal and external planning partners.
• Oversee and coordinate event marketing, communication, and promotion. Work with and through internal colleagues (i.e. graphic designers) and other service providers, to plan for event marketing and promotion
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• Assume major responsibility for event logistics.
• Plan and coordinate food and facilities-related arrangements.
• Recruit, train, and work with student volunteers, event staff, and faculty participants.
• When appropriate, conduct post-event reviews and document information for future use.
• Track and update information on event websites.
• Provide guidance/advice and work closely with campus departments regarding their events.
• Update or implement new event and project planning processes/systems.

Oversee and/or provide direct assistance and support for UND events.

• Serve as a primary contact person for event participants, the campus community, and the general public.
• Oversee and actively manage on-site coordination of events, including working with internal and external event-related staff, and participants.
• Oversee the work of student employees in the management of databases, spreadsheets, and event-related documents used to support each activity.
• Oversee the work of student employees in the production and editing of communication pieces and announcements - including information for Web pages - in support of UND events.
• Work directly with other UND departments to request and oversee that needed services are provided and that UND and State policies and procedures are followed.
• Work closely with finance-related staff to help ensure timely and accurate processing of all finance-related transactions.

Assist in planning and implementation of special UND projects/events that are one-time initiatives or seldom-held ceremonies/events.

• Help organize and participate in project planning meetings and develop timelines and budgets.
• Work with other Marketing & Communications staff, other project-related service providers and vendors to coordinate and implement project communication or work timelines.
• Assist with project coordination by providing hands-on assistance in all phases of project development, planning, implementation, and review.
• Conduct research related to UND history and UND artifacts for producing informational material and/or event themes.

Serve as an active and engaged member of the Division of Marketing & Communications and of the UND campus community.

• Serve on committees or planning groups as requested.
• Play an active role in meetings of Ceremonies and University Events staff and in meetings of the Division of Marketing & Communications.
• Take part in University functions and other professional development that will enhance job performance and benefit the efforts of the department, division, and the institution.
• Assist in developing new or improving current systems for planning and implementing events and projects.

Required Competencies

• Excellent written and communication skills.
• Demonstrated record of effective customer service skills.
• Successful ability to multi-task with attention to detail in a fast-paced environment.
• Demonstrated record of excellent organizational ability.
• Demonstrated record of creativity and innovation.
• Ability to engage in planning while simultaneously dealing with daily responsibilities.
• Demonstrated record of willingness to learn new things.
• Demonstrated ability to work effectively within a team while also performing tasks independently.
• As needed, travel to off-site meeting venues.

Minimum Requirements

• Bachelor's degree.
• Two year's professional work experience with event and/or project creation and coordination.
• Experience working with event promotion and marketing.
• Two year's professional experience with the following: long-term planning and event/project budgeting and financial monitoring.
• Experience working with Microsoft Word, Excel, PowerPoint and Outlook.
• Driver's License
• Successful completion of Criminal History Background Check.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire.

Preferred Qualifications

• Experience with social media trends and website management.
• Work experience in a higher education setting.
• Experience with project management tools and technology, including ASANA, Qualtrics, OmniUpdate, WordPress

Minimum Hiring Salary/Position Classification

Salary dependent on experience, Non-Exempt, Full-Time, Benefited

Work Schedule/Start Date

8:00-4:30 Monday - Friday, in addition to working pre-scheduled events held outside of normal office hours and weekends.

Start Date: Monday, March 22nd (negotiable)

Benefits

Includes single or family health care coverage (premiums paid for by the university), basic life insurance, EAP, retirement plan, tuition waiver, annual and sick leave. Optional benefits available: supplemental life, dental, vision, flexible spending account, supplemental retirement plans.

To Apply

For full consideration, all application materials must be fully submitted by 11:59PM on the closing date.

Additional Information

To find out why living and working in Greater Grand Forks is way cooler, check out Grand Forks is Cooler .

All information listed in this position announcement will be used by Human Resources, the Hiring Department, and EO/Title IX for screening, interviewing and selection purposes.

Confidentiality of Application Materials

Pursuant to NDCC 44-04-18.27, applications and any records related to the applications that identify an applicant are confidential, except records related to the finalists of the position, which are open to the public after the search committee has identified the top three finalists who will be invited to campus.

EEO Statement

The University of North Dakota is an Affirmative Action/Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or other protected characteristic. Women, minorities, veterans, individuals with disabilities, and members of other underrepresented groups are especially encouraged to apply. Applicants are invited to provide information regarding their gender, race and/or ethnicity, veteran’s status and disability status as part of the application process. This information will remain confidential and separate from your application.

Veteran’s Preference

Veterans claiming preference must submit all proof of eligibility by the closing date. Proof of eligibility includes a DD-214 or NGB 22 and if claiming disabled status, a current letter of disability from the VA dated within the last 12 months.

Clery Statement

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the University of North Dakota publishes an Annual Security and Fire Safety Report. The report includes the university’s policies, procedures, and programs concerning safety and security, as well as three years’ of crime statistics for our campus. As a prospective employee, you are entitled to a copy of this report. The report and statistical data can be found online at UND.edu. You may also request a paper copy of the report from the UND Police Department located at 3851 Campus Road, Grand Forks, ND, 58202.