Position Number:S73070-20190418 Title:Meeting and Special Event Planner Department:College of Engr and Apl Sci Category:Professional/Managerial Job Family:Administrative Services Website:https://engineering.lehigh.edu/ Posting Date:04/18/2019 Summary:

The Meeting and Special Event Planner manages and handles all logistics for events associated with Rossin College and the Rossin College Dean. This position provides oversight and management of annual events under the Dean's Office including the Spring and Summer CHOICES programs, Research Symposiums, College Workshops and special events.

Accountabilities:

1. Manager of Spring CHOICES program
   • Invite and coordinate the participation of 60 middle school girls and their teachers
   • Solicit donations for gifts and scholarships to support the program
   • Work with the Society of Women Engineers (SWE) and the Faculty Adviser to plan the events of the program
   • Develop and coordinate the design and distribution of event printed materials
   • Coordinate the registration of participants. Coordinate and maintain the registration website
   • Plan and manage all event details including rooms scheduling, catering, technology support, experiment supplies, gifts and Faculty participation
   • Maintain expenses and process expense reimbursements for program materials; track program budget
   • Work with SWE to coordinate middle school outreach program during the academic year to help promote engineering as well as the CHOICES program
   • Maintain the CHOICES website
2. Manager of Summer CHOICES
   • Recruit 20 middle school girls to attend the week long event during the summer
   • Coordinate and help direct all activities of the week; work with the Summer CHOICES director to ensure that the program agenda and planned activities are developed, tested and ready for the Summer Event
   • Coordinate with NASA for collaboration of experiments and NASA participation in the event
   • Plan and manage all event details including room scheduling, catering, technology support, experiment supplies, gifts and faculty participation
   • Process the paperwork for payments of student mentors
   • Coordinate closing ceremonies with parent participation
   • Develop and maintain event website
3. Organize and coordinate the David and Lorraine Freed Undergraduate Research symposium
   • Create program overview and guidelines in coordination with Symposium directors
   • Coordinate the collection and printing of competition posters
   • Recruit competition judges
   • Manage student participation and poster training session
   • Organize and coordinate Lafayette College's participation in the competition
   • Prepare and distribute event advertisement including but not limited to banners and print posters
   • Plan and event day details including room scheduling, student schedules, judging schedules and awards ceremony
   • Maintain event website
4. Organization and Planning of the Rossin Awards Ceremony
   • Coordinate room scheduling and event activities
   • Manage catering activities for events
   • create program booklets and agenda
   • Organize and manage the awards
   • Provide event support on day of events
5. Arranges conferences and other events
   • Coordinates a Deans office supported workshop each year
   • Plans events details including catering, room scheduling, web registration, invitation, poster competitions, and speaker logistics.
   • Plans and arranges conferences, meetings, receptions, faculty retreats and other events
   • Provide organizational coordination and support for the open houses run by the Director of Graduate Recruitment
   • Create and maintain event websites and on-line registration sites for all events
   • Coordinate with the printing, planning, and use of supporting materials for these events.

Qualifications:

1. Bachelor's Degree or equivalent combination of education and experience
2. Experience planning events
3. One to three years related work experience
4. Excellent communication and interpersonal skills
5. Solid writing ability and organizational skills
6. Solid analytical, decision making and problem solving skills
7. Solid computer skills with experience using word processing and spreadsheet software
8. Successful completion of standard background checks including but not limited to: social security verification, education verification, county and national criminal background checks, PATCH, FBI fingerprinting, Child Abuse Clearance. Based upon the requirements of the position Lehigh may also request credit history reports, motor vehicle checks and professional license/certification verification

Special Considerations:

• This position is funded by soft dollars; there is no severance associated with this position
• This position will require flexibility for schedule due to the nature and time of events
• Occasional evening, holiday or weekend hours
• This position works with minors

FTE:100% Grade and Hiring Minimum:8-40 Salary commensurate with experience and qualifications. Salary adjustments for internal candidates comply with University policy. For more information contact Human Resources. Required Documents Message:Cover Letter, Resume