Location
Coral Gables, Florida
Posted
May 21, 2018
Ref
62655307
Institution Type
Four-Year Institution
The University of Miami is considered among the top tier institutions of higher education in the U.S. for its academic excellence, superior medical care, and cutting-edge research. At the U, we are committed to attracting a talented workforce to support our common purpose of transforming lives through teaching, research, and service. Through our values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity and Teamwork (DIRECCT) we strive to create an environment where everyone contributes in making UM a great place to work. We are one of the largest private employers in Miami-Dade County; home to more than 13,400 faculty and staff from all over the world.

The Events Planner is responsible for planning and executing assigned events in support of the University of Miami's Frost School of Music. Events include, but are not limited to Frost Music Live, Winter Wonderful Gala; dedications; fundraisers; receptions; and other events assigned by the Dean of the Frost School of Music. The Events Planner will assist in negotiating contracts with artists and vendors, ensuring all are paid in a timely manner; identifying and working with a variety of on campus and external venues/facilities, equipment (backline needs), logistics, travel and lodging, backstage hosting; assist with design and mailing of invitations, rsvp tracking, catering and decorating, event check-in and on-site troubleshooting, and other general office duties as needed. The Events Planner reports directly to the Director, Corporate Relations and Events and works closely with various departments across the University of Miami to ensure well-coordinated logistics for assigned Frost School of Music events.

The Events Planner is responsible for planning and executing assigned events in support of the University of Miami's Frost School of Music. Events include, but are not limited to Frost Music Live, Winter Wonderful Gala; dedications; fundraisers; receptions; and other events assigned by the Dean of the Frost School of Music. The Events Planner will assist in negotiating contracts with artists and vendors, ensuring all are paid in a timely manner; identifying and working with a variety of on campus and external venues/facilities, equipment (backline needs), logistics, travel and lodging, backstage hosting; assist with design and mailing of invitations, rsvp tracking, catering and decorating, event check-in and on-site troubleshooting, and other general office duties as needed. The Events Planner reports directly to the Director, Corporate Relations and Events and works closely with various departments across the University of Miami to ensure well-coordinated logistics for assigned Frost School of Music events.

Event Planning, Production, and Management – 60%

  • Works with the Director, Corporate Relations and Events to develop clear strategies and objectives for each event
  • Directs the timeline of activities from inception to successful completion in consultation with the Director, Corporate Relations and Events.
  • Coordinates the organization and planning of all events by creating timelines, checklists, and itineraries for guest artists, on-site vendors, production crew, and events team.
  • Works with artist/artist management to book all aspects of travel including flight, lodging, and ground transportation.
  • Conducts research on potential artists and communicates with artists and/or their management to determine their availability and fees.
  • Assists with the negotiation of artist fees and other terms of agreement
  • Drafts contracts for artists and collaborative partners and follows it through the appropriate channels for approvals and signatures.
  • Coordinates the greeting of guest artist with Frost faculty and serves as contact person when artists arrive on campus, should faculty member not be available.
  • Attends and serves as the on-site lead and contact person for all key individuals/vendors involved in his/her assigned events including, but not limited to, Frost Music Live, Winter Wonderful, donor receptions, etc.
  • Coordinates production logistics for events including facilities, audiovisual equipment, backline, and lighting by acting as liaison between artist management, Frost School of Music production staff, and third party production vendors.
  • Coordinates, orders, and picks-up catering for artists’ hospitality needs and sets-up green room for sound checks and performances.
  • Process checks, ensure artists’ payment, and document receipt of payment.
  • Negotiates estimates provided by vendors, manages vendor documents and contracts, and creates purchase requisitions and purchase orders.
  • Coordinates signage, displays, special needs requests, printing, parking, valet, and event security as needed.
  • Creates design and décor concepts for Winter Wonderful
  • Backs up the Director, Corporate Relations and Events in his/her absence.
  • Provides support for event set up and break down including transporting materials to and from site location.
  • Debriefs/archives each event to include invitation lists, attendance lists, cost breakdowns, samples of printed materials and vendors.

Grant Writing – 20%

  • Researches grant sources (government and private) compatible with the Frost Music Live mission, values and programs in support of its strategic and program goals, and coordinate the grant fulfillment processes.
  • Maintains a database system for tracking all grant submissions and reporting deadlines; meet all deadlines.
  • Drafts and edits grant proposals, checking grant is complete against grant guidelines, proof-reads for any errors on spelling, grammar and general information.
  • Develops grant budgets in coordination with the Director and the Office of Research Administration to correspond with grant sources’ budget requirements.
  • Completes preliminary forms and internal competition documents and takes them through the appropriate channels for approvals and signatures.
  • Copies, collates, binds, packages and mails final grant materials per grant instructions, meeting deadlines for submission. Responds to inquiries from grant sources timely and strategically based on the direction of the Director, Corporate Relations and Events.
  • Maintains complete files for all grant requests submitted including copies of reports submitted by the Director, Corporate Relations and Events as required by grant sources.
  • Establishes and maintains positive relationships with government and private grantors and agencies.
  • Participates in mandatory meetings and trainings required by grant agencies, these include but are not limited to accreditation standards, performance and quality improvement efforts, etc.

Marketing and Media – 10%

  • Solicits and collects content, such as biographies, photos, repertoire, and concert descriptions from various faculty, staff, and guest artists for Frost Music Live and Winter Wonderful print materials which include brochures, program books, invitations, and save-the-date postcard.
  • Proofreads marketing materials for clarity, style consistency, spelling and grammar.
  • Responsible for maintaining positive relationships and communication with faculty, staff, students, alumni, guest artists, and outside vendors.
  • Projects ticket sales and ticket pricing for Frost Music Live and Winter Wonderful
  • Brainstorms marketing strategies for each Frost Music Live concert including print ads, radio and television, email, social media, and web
  • Coordinates and proofs the annual Winter Wonderful Gala save-the-date postcard, invitation, two-insert cards, program book, table tents, and pledge card.

Financial/Office Management – 10%

  • Monitors operational budget for Winter Wonderful, anticipates cost of production, and provides budgetary analysis.
  • Obtains approval and ensures compliance with University Accounting for aforementioned budget.
  • Manages multiple projects simultaneously from concept stage and kick-off meeting through proof review, ensuring completion within production deadlines.
  • Coordinates own work flow and sets priorities, subject to general guidelines for completion and accuracy as determined by the Director, Corporate Relations and Events.
  • Schedules, coordinates, and creates agendas for meetings
  • Participates in staff meetings and training activities.
  • Manages office appearance and orders supplies.
  • Develops new file and organization practices.
  • Serves as a resource to others regarding work, activities, and processes.
  • Responds to telephone, email and in-person requests for information.
  • Other duties as assigned.

Requirements:

  • Bachelor’s degree in Communications/Marketing/Business/Music or similar
  • At least 1 year of relevant work experience is required. Music background is a plus!
  • Proficient in Word, Excel, Power Point, and Outlook.
  • Related experience with ticketing or event management software a plus.
  • Must be comfortable balancing multiple tasks with overlapping deadlines simultaneously in fast paced office environment.
  • Excellent oral and written communications skills.
  • Exceptional interpersonal skills
  • Outstanding customer service skills
  • Flexibility to work overtime when necessary because position requires regular attendance at evening and weekend events.
  • Candidate demonstrates the ability to work independently with minimal supervision..
  • Bilingual in English and Spanish, a plus
Apply online. Position #P100039037

Event Planning, Production, and Management – 60%

  • Works with the Director, Corporate Relations and Events to develop clear strategies and objectives for each event
  • Directs the timeline of activities from inception to successful completion in consultation with the Director, Corporate Relations and Events.
  • Coordinates the organization and planning of all events by creating timelines, checklists, and itineraries for guest artists, on-site vendors, production crew, and events team.
  • Works with artist/artist management to book all aspects of travel including flight, lodging, and ground transportation.
  • Conducts research on potential artists and communicates with artists and/or their management to determine their availability and fees.
  • Assists with the negotiation of artist fees and other terms of agreement
  • Drafts contracts for artists and collaborative partners and follows it through the appropriate channels for approvals and signatures.
  • Coordinates the greeting of guest artist with Frost faculty and serves as contact person when artists arrive on campus, should faculty member not be available.
  • Attends and serves as the on-site lead and contact person for all key individuals/vendors involved in his/her assigned events including, but not limited to, Frost Music Live, Winter Wonderful, donor receptions, etc.
  • Coordinates production logistics for events including facilities, audiovisual equipment, backline, and lighting by acting as liaison between artist management, Frost School of Music production staff, and third party production vendors.
  • Coordinates, orders, and picks-up catering for artists’ hospitality needs and sets-up green room for sound checks and performances.
  • Process checks, ensure artists’ payment, and document receipt of payment.
  • Negotiates estimates provided by vendors, manages vendor documents and contracts, and creates purchase requisitions and purchase orders.
  • Coordinates signage, displays, special needs requests, printing, parking, valet, and event security as needed.
  • Creates design and décor concepts for Winter Wonderful
  • Backs up the Director, Corporate Relations and Events in his/her absence.
  • Provides support for event set up and break down including transporting materials to and from site location.
  • Debriefs/archives each event to include invitation lists, attendance lists, cost breakdowns, samples of printed materials and vendors.

Grant Writing – 20%

  • Researches grant sources (government and private) compatible with the Frost Music Live mission, values and programs in support of its strategic and program goals, and coordinate the grant fulfillment processes.
  • Maintains a database system for tracking all grant submissions and reporting deadlines; meet all deadlines.
  • Drafts and edits grant proposals, checking grant is complete against grant guidelines, proof-reads for any errors on spelling, grammar and general information.
  • Develops grant budgets in coordination with the Director and the Office of Research Administration to correspond with grant sources’ budget requirements.
  • Completes preliminary forms and internal competition documents and takes them through the appropriate channels for approvals and signatures.
  • Copies, collates, binds, packages and mails final grant materials per grant instructions, meeting deadlines for submission. Responds to inquiries from grant sources timely and strategically based on the direction of the Director, Corporate Relations and Events.
  • Maintains complete files for all grant requests submitted including copies of reports submitted by the Director, Corporate Relations and Events as required by grant sources.
  • Establishes and maintains positive relationships with government and private grantors and agencies.
  • Participates in mandatory meetings and trainings required by grant agencies, these include but are not limited to accreditation standards, performance and quality improvement efforts, etc.

Marketing and Media – 10%

  • Solicits and collects content, such as biographies, photos, repertoire, and concert descriptions from various faculty, staff, and guest artists for Frost Music Live and Winter Wonderful print materials which include brochures, program books, invitations, and save-the-date postcard.
  • Proofreads marketing materials for clarity, style consistency, spelling and grammar.
  • Responsible for maintaining positive relationships and communication with faculty, staff, students, alumni, guest artists, and outside vendors.
  • Projects ticket sales and ticket pricing for Frost Music Live and Winter Wonderful
  • Brainstorms marketing strategies for each Frost Music Live concert including print ads, radio and television, email, social media, and web
  • Coordinates and proofs the annual Winter Wonderful Gala save-the-date postcard, invitation, two-insert cards, program book, table tents, and pledge card.

Financial/Office Management – 10%

  • Monitors operational budget for Winter Wonderful, anticipates cost of production, and provides budgetary analysis.
  • Obtains approval and ensures compliance with University Accounting for aforementioned budget.
  • Manages multiple projects simultaneously from concept stage and kick-off meeting through proof review, ensuring completion within production deadlines.
  • Coordinates own work flow and sets priorities, subject to general guidelines for completion and accuracy as determined by the Director, Corporate Relations and Events.
  • Schedules, coordinates, and creates agendas for meetings
  • Participates in staff meetings and training activities.
  • Manages office appearance and orders supplies.
  • Develops new file and organization practices.
  • Serves as a resource to others regarding work, activities, and processes.
  • Responds to telephone, email and in-person requests for information.
  • Other duties as assigned.

Requirements:

  • Bachelor’s degree in Communications/Marketing/Business/Music or similar
  • At least 1 year of relevant work experience is required. Music background is a plus!
  • Proficient in Word, Excel, Power Point, and Outlook.
  • Related experience with ticketing or event management software a plus.
  • Must be comfortable balancing multiple tasks with overlapping deadlines simultaneously in fast paced office environment.
  • Excellent oral and written communications skills.
  • Exceptional interpersonal skills
  • Outstanding customer service skills
  • Flexibility to work overtime when necessary because position requires regular attendance at evening and weekend events.
  • Candidate demonstrates the ability to work independently with minimal supervision..
  • Bilingual in English and Spanish, a plus
Apply online. Position #P100039037

The University of Miami is home to some of the brightest minds in the world. We are committed to educating and nurturing students, creating knowledge, and providing service to our community and beyond. The University of Miami offers competitive salaries and a comprehensive benefits package including medical and dental benefits, tuition remission, vacation, paid holidays and much more. The University of Miami is an Equal Opportunity/Affirmative Action Employer. Come join us!

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