University Academic Event Coordinator

Job description

Position Summary

The College of Music is a high performing major academic unit on the Michigan State campus that is responsible for recruiting and retaining 625 music majors, teaching approximately 2,000 non-majors and serving 5,000 individuals through our Community Music Schools located in East Lansing and Detroit. The College hosts a number of guest artists for residencies, concerts, and master classes throughout the year. Nationally prominent guests, festivals and academic conferences enhance student learning, develop further the national reputation of the College, and assist our student recruitment efforts. Select events and concerts are also focused on fundraising, an increasing and important priority of our unit. The Events Manager will plan, manage and execute all aspects of assigned projects, events and concerts including project planning and timing of tasks, budgeting, contract negotiation, venue booking, catering, communications, event production, and post-event follow-up. Assignments will be coordinated and prioritized by the Office of the Dean, working closely with the Senior Director of Development, Director of Career Services and Music Entrepreneurship, and lead faculty.

The Event Manager is responsible for coordinating and managing select events for the College and is responsible for resolving escalated patron issues at those events. This position manages the logistics, coordination, and execution of College programs and events, including, but not limited to, donor receptions and dinners; special off-site performances; commencement and distinguished alumni events; guest artist residencies and concerts; special projects; several festivals; as well as special priority events designated by the Dean.

Duties include: 

  • Work as an important team member with the Offices of the Dean, Advancement, Career Services and Music Entrepreneurship, and faculty leads, as well as university and community partners, to successfully execute each project to achieve college objectives.
  • Meet and correspond with guest artists both prior to and during events to facilitate the event.
  • Reserve classroom, meeting and performance space and make arrangements for and oversee the preparation of the facility, including speakers’ tables, seating configurations, audio-visual and related equipment.
  • Coordinate student, on-call, temporary employees, and volunteers for projects/events and related activities in order to ensure high quality.
  • Liaison between vendors to obtain requested project/event materials and information.
  • Arrange travel, including hotels, airfare, ground transportation, meals, etc. and transport guests as needed.
  • Purchase supplies as necessary.
  • Process financial transactions including pcard, vendor payments, booking travel in Concur, ordering supplies and reimbursements, etc.
  • Collaborate with the Communications Office to coordinate project/event related publicity and publications.
  • Coordinate photography and video services as needed to capture event for promotional and reporting needs.
  • Assist with project/event budget development and monitor, analyze, and reconcile related records.
  • Prepare and maintain financial reports and other records of projects/events.
  • Coordinate, evaluate and prepare formal written reports on project/event activities including successes, challenges, outcomes and recommendations for future events.
  • Create and maintain timelines and manuals for event planning as an institutional record.
  • Conduct research on assigned projects/events and for the development of new projects.
  • Monitor contracts and agreements to ensure all provisions are met, including livestream, technical riders, etc.
  • Other duties as assigned.
  • Unit Specific Education/Experience/Skills

    Knowledge equivalent to that which normally would be acquired by completing a four-year college degree program in music or other arts, business, public relations, communications, marketing or related field; three to five years of related and progressively more responsible or expansive work experience in planning and overseeing seminars, conferences, special events or concert production; budget and record maintenance; experience in supervision, database, spreadsheet, word processing, desktop publishing, reservation and ticketing systems, presentation software or an equivalent combination of education and experience.  Valid vehicle operator’s license required.

    Desired Qualifications

    Three to five years of related work experience in event planning and coordination and multi-project management; a track record of exceeding expectations while delivering on-time and on-budget results in a complex, fast-paced environment where autonomous work is coupled with the ability to lead teams of peers and subordinates; action-oriented, decisive, quick study with proven ability to accurately analyze information and act; must have exemplary attention to detail, persistence, perseverance, tenacity, integrity and patience; high energy with a positive attitude and the ability to provide superior patron service; ability to work well under pressure; must be able to work independently and in a team environment; ability to manage a high volume of work and multiple priorities while meeting deadlines; strong interpersonal and communication skills, both written and verbal; ability to multi-task and change gears quickly; an understanding of the dynamics of patron, donor and student engagement; experience with EBS and knowledge of university policies; experience supervising others, strong computer skills, including Microsoft Office.

    Required Application Materials

    Resume and cover letter

    Work Hours

    8:00 - 5:00 with some nights and weekends

    Bidding eligibility ends on 7/17/2018 at 11:55 PM




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    Job No:
    Posted: 7/11/2018
    Application Due: 7/24/2018
    Work Type: