Special Events Coordinator
Requisition Number: 201400159S
Department: Office of the President
Full Time Part Time: Full Time
Educational Experience Requirement: Bachelor's Degree in public relations, marketing, advertising, business or a related field. Two years of special event, sponsorship fundraising, marketing, or experience in a related field. A combination of education, experience, and training that would produce the required knowledge and abilities could be considered.
Nature and Purpose of Position: Assists the Director of University Events in planning and coordinating logistical details for Sam Houston State University (SHSU) President office events. Oversees social media for the President's Office.
Primary Responsibilities: Plans and coordinates all arrangements necessary to execute special events for the President's office to include completing all paperwork. Maintains event budgets and financial records for accounts used in relation to these events. Manages and coordinates the reservations for various university buildings under the President's office to include communicating with the party reserving the facility, Physical Plant, the University Police, Custodial and Grounds, Accounts Payable, and the hauling, moving, and storage departments. Writes new policies and procedures for using these buildings. Supervises the key checkout system for reserved buildings. Manages the use of student volunteer groups. Processes RSVP lines for all events occurring in the President's Office to include taking messages, answering questions, and inserting attendance responses into Raiser's Edge. Constructs print materials for events. Assists with managing the social media marketing for all of the President's events. Places events on various calendars in the community and surrounding areas. Designs and buys ads through local media outlets, sends out emails to promote event attendance, and finds outlets to release news stories post-event. Coordinates the proofing process for all printed materials related to events. Attends events as hostess and to assist with event set up and take down to include tables and chairs. Maintains and organizes event decor, gifts, and awards inventory. Manages catering needs using an online system. Assures all linen orders, menus, and guest counts are correct. Serves on various committees on campus. Performs other related duties as assigned.
Other Specifications: Maintains contact with other university departments, personnel, and outside agencies and individuals. Careful focus and attention will be dedicated to managing relationships with key alumni and donors. Must have excellent interpersonal communication and phone skills, demonstrated organizational ability, and a focus on details and quality control. Must be able to anticipate project needs, discern work priorities, meet deadlines with little supervision, and be willing to work frequent evenings, weekends and occasionally travel. Must be a take charge professional with the ability to plan and manage logistics and multiple projects in support of the President's Office in a fast paced environment. Must work well with people and establish good rapport with Sam Houston State University (SHSU) administrators, faculty, staff and university donors. Must be able to forge effective relationships within the division and across the campus. Some after hours and weekend work required.