Coordinator II – Special Events CoordinatorFLSA status:
$3,128 – $4,568 per monthOccupational Category:
Office of the PresidentOpen Date:
07/15/2021Open Until Filled:
YesEducational and Experience Requirement:
Bachelor’s Degree in public relations, marketing, advertising, business or a related field. Two years of increasingly responsible special event and/or project-management experience. Additional experience may be considered in lieu of education.Nature & Purpose of Position:
Coordinates a portfolio of university events furthering Sam Houston State University’s Presidential engagement efforts. Collaborates with other key university partners, leadership and external constituents. Oversees social media for the President’s Office.Primary Responsibilities:
Independently coordinates and project-manages the logistics, marketing, and arrangements necessary to execute special events for the President’s Office, to include, but not limited to: the annual Golden Circle Reunion, Retired Faculty and Staff Luncheon, and the President’s annual Fall Festival. Responsible for budget management related to these events including tracking expenses, revenue and sponsorships. Project management includes production timeline creation, coordination and oversight of related event meetings, event marketing, design, vendor management, registration, giveaways, event coordination, volunteer management, briefing management, hosting and event execution, and post event budget reconciliation and wrap-up. Employs effective follow-up systems to ensure all deadlines are met. Creates and maintains positive working relationships with university partners, vendors, donors, alumni and external constituents. Constantly conducts research and identifies new industry trends and standards. Recommends, develops and implements new methods to enhance the quality of events. Manages the events RSVP phone line and email box for all events occurring in the President’s Office. Responsible for tracking and logging all event RSVPs. Follows up with phone calls and/or emails to guests who have RSVP’d and reaches out to guests who have questions or have not responded by the deadline. Coordinates with hauling, moving and storage to ensure all needs are met for event set-up and tear down in managed buildings. Manages key check out/check in process for buildings. Leads holiday decorating efforts in managed buildings. Coordinates catering needs for food, beverage, and linens using the online system. Coordinates miscellaneous event duties, including but not limited to: placement of name tags, place cards, menu cards and programs at events, reserving golf carts, ordering and setting up event décor and floral, ordering gifts or gift baskets for guests; sending or delivering gifts or gift baskets to the proper location, running errands to obtain miscellaneous event needs, ordering plaques or trophies for special speakers or guests being honored, setting up presentations for events or meetings, taking and preparing minutes for meetings, sending photos to guests that attended events, and mailing tickets and event passes to guests. May serve on various committees on campus. Performs other related duties as assigned.Other Specifications:
Knowledge of local, state, and federal laws. Ability to supervise business functions. Communicates with other university departments, personnel, and other agencies. Full Time Part Time:
Position requires some work during the evening and on weekends as needed for events.
Sam Houston State University is an Equal Employment Opportunity/Affirmative Action Employer and Smoke/Drug-Free Workplace. All qualified applicants will receive consideration for employment without regard to race, creed, ancestry, marital status, citizenship, color, religion, sex, national origin, age, veteran status, disability status, sexual orientation, pregnancy, or gender identity or expression. Sam Houston State University is an “at will” employer. Employees with a contract will have additional terms and conditions. Security sensitive positions at SHSU require background checks in accordance with Education Code § 51.215.