Event and Travel Coordinator
Event and Travel Coordinator
*Cover letter is required with application.*
Summary: The Event and Travel Coordinator is responsible for overall logistical planning, coordination, and implementation of all law school events, conferences and activities. Many of these events may be complex, highly visible and sometimes simultaneous. This position also coordinates travel for law school guests, speakers, panelists, and student travel to professional events.
- Plans, coordinates, and executes all law school-sponsored events and conferences (i.e. regular faculty/staff gatherings, student organization activities, orientation programs, graduation programs, Family Day, speakers, and symposia). Works within event budgets as determined by the law school budget office, calendars events, reserves rooms, plans menu, arranges floral, prepares facilities and necessary equipment, arranges catering/food and drink delivery, coordinates audiovisual and technology needs, RSVP lists and other related logistics for each law school event.
- Works with travel agent to schedule and approve travel and accommodations for invited law school guests, speakers, or panelists and Wake Forest University Law students traveling to professional events (i.e. moot court and trial team competitions).
- Works with law school administration to develop, refine, and consistently implement policies related to events and travel.
- Evaluates program/event histories, budget considerations, contractual provisions, and planning recommendations to determine requirements as to space, facilities, technology, equipment, lodging, catering, and on-site management.
- Negotiates terms, executes, and administers contracts with vendors for services, in accordance with budget constraints and University policies and procedures.
- Administers and manages P-card charges and invoices associated with approved events and travel.
- Moderately heavy work. Lifting, balancing, stooping, kneeling, crouching, reaching, standing, walking, pushing fingering, grasping, feeling. Close visual acuity. Subject to both inside and outside environmental conditions. Not substantially exposed to adverse environmental conditions.
- Coordinates with Law School Communications and Marketing Office.
Required Education, Knowledge, Skills, Abilities:
- Bachelor’s degree with minimum of two years related experience that includes events and travel planning and coordination, scheduling, marketing and/or promotions, or an equivalent combination of education and experience. Knowledge of travel industry (including on-line services) purchasing principles, procedures, regulations, and standards.
- Strong interpersonal and communication (i.e. verbal and written) skills and the ability to work effectively with a wide range of constituencies in a diverse community. Strong work ethic.
- Ability to create, compose, and edit written materials. Knowledge of scheduling, contract administration and public relations.
- Proficiency in computer use including Word, Excel, Power Point, Google Docs and technology and software applications related to events and travel.
- Knowledge of finance, accounting, budgeting, and cost control procedures.
- Skill in fiscal management.
- Ability and skill to perform complex tasks, prioritize multiple projects, plan, organize, and coordinate several events simultaneously.
- Ability to work under pressure and meet deadlines.
- Ability to lead and train volunteers and/or student workers.
- Ability to work evening and weekend hours, and occasional overnight travel.
- Ability to meet the requirements of the University’s automobile insurance.
- Responsible for own work.
- Manages staff/student workers.
- Budgetary responsibilities.
Note: This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.
In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.
Wake Forest seeks to recruit and retain a diverse workforce, and encourages qualified candidates across all group demographics to apply.
Winston-Salem, North Carolina, United States