Job Title: Events Coordinator (Communications)
Location: Valdosta State University
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 278814
About Us

As a comprehensive institution of the University System of Georgia, Valdosta State University (VSU) is a welcoming, aware, and vibrant community founded on and dedicated to serving our communities' rich and diverse heritages. Through excellence in teaching, basic and applied research, and service, VSU provides rigorous programs and opportunities that enrich our students, our university, and our region. As such, the VSU mission consists of three interrelated parts that includes a student mission, university mission and regional mission. The university is equally dedicated to the core values of community, including a commitment to practice civility, integrity and citizenship. As members of this community and proud Blazers we strive to uphold these core values for the advancement of the University, as stated in the Blazer Creed and reflected in our commitment to the University System of Georgia's Core Values.

Blazer Creed

Valdosta State University is a learning environment based on trust and mutual respect in which open dialogue, vigorous debate, and the free exchange of ideas are welcome. The University is equally dedicated to the core values of community, including a commitment to practice civility, integrity, and citizenship. As members of this community, and proud Blazers, we will strive to uphold these core values for the advancement of the University.

Civility - A Blazer shows courtesy and compassion as well as respect for the dignity of every human being.

Integrity - Each Blazer is responsible for his or her own actions, and our community is stronger when we contemplate the context of our decisions and uphold the principles of trust and honesty.

Citizenship - Every Blazer has an interest in the well-being of the community, and, therefore, a duty to stay informed, to make positive contributions, and to offer support to those who need help.

As a Blazer, we pledge to uphold the core principles of Civility, Integrity, and Citizenship.

Job Summary

Plan, coordinate, publicize, and implement activities, events, and conferences.

Responsibilities

As a member of the University Marketing and Communications team, the Special Events Coordinator reports to the Director of Strategic Communications and Special Events. This position works with another Special Events Coordinator to ensure all special and major events associated with the Office of the President are properly planned and executed. The successful candidate must be very detail oriented, work well with others, and be able to manage a project or event from start to finish.

Typical Allocation of Duties:

Coordinate with other university staff - 20%
Coordinate event activities with other university departments and staff.

Oversee event planning, delegation, and implementation - 20%
Oversee scheduling, planning, coordination, delegation, and implementation of special campus events.

Marketing and preparation - 20%
Market university facilities to internal and external customers and manage event-set up and preparations. Manage related contracts.

Supervise and train - 10%
Train, assign, direct, supervise, evaluate, and discipline student workers and other staff as assigned. Supervise workers before, during, and after events.

Provide support for facility maintenance and reservation processes - 10%
Make operational decisions that support the goals of the department and the customer's events; resolve conflicts, communicate availability, prioritize resources.

Manage audio-visual and other services - 10%
Oversee the provision of audio-visual and other services in support of conferences and events. Manage equipment inventory.

Policy and procedure - 10%
Ensures compliance with all relevant policies, procedures, rules, regulations, laws, and agreements.

Supervisor Expectations:

• Work with special events colleague, director of strategic communications and special events, and the commencement leadership committee to ensure successful fall and spring commencements each year
• Ability to work nights and weekends to cover events as needed
• Schedule events to ensure they do not conflict with other university and community activities
• Reserve facilities by identifying appropriate event spaces and locations and ensuring spaces are reserved and set up correctly
• Oversee the management and maintenance of associated fleet vehicles
• Work with Creative Services within University Marketing and Communications to ensure invitations are created for special events, create and distribute event invitations as needed via email and/or print, and track RSVPs
• Works with campus partners such as Plant Services, Auxiliary, Athletics, Campus Police, Student Life, and Catering to ensure appropriate coordination and support and to build and maintain professional working relationships
• May be assigned a purchasing card, must receive and maintain proper training
• Develop, document, maintain, communicate, and implement policies and procedures for special event operations and activities. Convey and interpret established policies and procedures as needed
• Serve on committees (Commencement Leadership Committee, Executive Events Team, etc.) with internal campus stakeholders to ensure the successful planning and execution of campus events
• Monitor project management tool Monday.com for regular updates and staff communication and engagement
• Oversee quality control by conducting event briefing and debriefing meetings, and document issues and ensure they are addressed prior to the next event
• Other duties as assigned

Required Qualifications

Required Experience
Bachelor's degree and over three (3) years of related work experience.

Proposed Salary

$45,598

USG Core Values

The University System of Georgia is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653.

Conditions of Employment

Applicants are required to provide:

• professional references with current contact information

• documentation of academic credentials

• employment history

Please note that during the search process, VSU reserves the right to:

• ask candidates who will serve in Positions of Trust to disclose criminal record history during the initial screening process and prior to a conditional offer of employment,

• view social media outlets, and

• remove job postings without additional notification.

Employment is contingent upon:

• successful completion of a background check investigation, including a criminal background check

• reference checks

Employment may also be contingent upon the job-based requirements if applicable for your position:

• satisfactory credit check

• successful completion of a Motor Vehicle Report (MVR)

• pre-employment drug testing

• confirmation of credentials

After initial hiring, employees will be required to successfully complete all of the following training:

• New employee orientation

• VSU¿s Annual Compliance Training:
  • USG Ethics Policy

  • Conflict of Interest/Outside Activities Policy

  • Drug Free Workplace

  • Sexual Misconduct and Title IX

  • Family Educational Rights and Privacy Act (FERPA)

  • Motor Vehicle Policy

  • Workers Compensation (new hires)

  • Georgia Open Records Act (new hires)

• USG Cybersecurity Training (required twice yearly)
  • Job-specific training such as: FMLA and Worker¿s Compensation, Budget Manager training, Purchasing Training (ePro & PCard), and Defensive Driving

Equal Employment Opportunity

Valdosta State University is an equal opportunity educational institution. It is not the intent of the institution to discriminate against any applicant for admission or any student or employee of the institution based on the age, sex, race, religion, color, national origin, disability, or sexual orientation of the individual.

Background Check

• Position of Trust + Credit

Accommodations

If you are a qualified individual with a disability, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings, apply for a job on this site, or participate in the search process as a result of your disability. You can request reasonable accommodations by contacting Catherine Wills, in the Office of Human Resources at croark@valdosta.edu.