Events & Production Coordinator

About Flinders

Our bold vision, captured in our Strategic Plan: making a Difference: The 2025 Agenda, is to be internationally recognised as a world leader in research, an innovator in contemporary education, and the source of Australia’s most enterprising graduates.

To realise this ambition, we recently made a significant organisation change to a six College structure with a professional staff and services alignment.

We recognise the key to our success is exceptional people and we’re seeking an outstanding individual to join the team of our transformed university.

Employment Type:

Continuing

Position Summary

Continuing, full-time (2 positions available)
Compensation Grade:
Higher Education Officer Level 5
Salary Range:
$72,885 - $80,438 pa
Reporting to:
Partnership and Events Manager
Office of Communication, Marketing and Engagement
Working under general direction, the incumbent will hold responsibility for the effective and appropriate coordination of University events with a specific focus on service delivery for the University’s internal customers, ie. Colleges and Portfolios.
Reporting to the Partnership and Events Manager, the Events and Production Coordinator will deliver a highly effective coordination of both physical and digital events, from initial enquiry right through to planning, pre-production and delivery of the event.
The incumbent will possess relevant event experience in the delivery of both physical and online events, , and the technical skills necessary to support Audio Visual and technical event requests.
Importantly this role will support event initiatives that deliver measurable outcomes contributing to university priorities in student recruitment, research, branding and profile as in line with The 2025 Agenda.
The position may require occasional weekend and evening work.

Key Position Responsibilities

The Events and Production Coordinator is accountable for:

• Directly receiving event enquiries and providing effective and appropriate response and/or advice to clients within required designated timeframes. Sourcing venues, suppliers and event equipment within budget, and using well developed communication strategies to maintain effective communication with all stakeholders during pre-production stage.
• Providing informed support in  the development of event proposals, event plans and supporting documentation, such as run sheets, guest lists, invitation and speech notes/scripts.
• Updating and managing internal event systems, databases, and websites.  This includes tracking events and key tasks in the marketing project management tool Wrike to effectively monitor progress and assign resources, uploading event information using Wordpress, creating events in EventBrite or similar, and creating and tracking digital invites.
• Working pro-actively  with with venues and suppliers during pre-production stage to ensure effective communication is maintained.
• Working closely with technical and event support teams, including IDS and AV teams internally, or  similar external providers to deliver event solutions.
• Coordinating the installation/bump in of the event and remain on-site during delivery to ensure the runsheet and event requirements are met, and issues are troubleshooted.
• Supporting Flinders University social media channels by posting live at events as required and encouraging participation with event audiences.
• Ensuring contracts, invoices and other key event documentation are issued and completed within required timeframes.
• Preparing post event evaluation reports to identify any learnings as required and with a view to making recommendations for process improvements where applicable.
• Supporting with merchandise orders, University corporate gifts and the online merchandise store as required.
• Any other responsibilities in line with the level of the position as assigned by the Supervisor and/or the University.

Key Position Capabilities

• Completion of a degree in a relevant area, or an equivalent combination of relevant experience and/or training
• Experience in the effective and appropriate coordination of events with a specific focus on service delivery for multiple clients.
• Experience with directly receiving event enquiries and providing effective and appropriate responses to clients.
• Experience with ensuring contracts, invoices and other key event documentation are issued with agreed timeframes.
• Experience in sourcing venues, suppliers and event equipment within budget and which will support the delivery of exceptional outcomes.
• Demonstrated skills and experience  in effective planning and delivery of  technical aspects of physical and digital events.
• Understanding of audio and visual event arrangements, and ability to assist producers and technical staff onset of events.
• Experience providing high quality internal and external customer service to supporting the administration, planning, delivery and review of promotional activities and events. 
• Knowledge and experience of  event and planning and delivery processes and techniques to achieve required objectives within scope and budget.
• Effective  computer skills especially a sound knowledge of Microsoft Office package and a basic understanding of database principles.
• Demonstrated highly organisational skills time management skills with the ability to work with supervision according to defined priorities, meet deadlines and take initiative as required.
• Demonstrated problem solving capabilities and the ability to exercise sound and informed judgement in a busy work environment.
• Well-developed interpersonal and written communication skills including the ability to communicate with a diverse range of stakeholders through a variety of channels.

For more information please contact Adelaide Aspire on  8212 2683 for a private and confidential discussion.

Please apply directly to Adelaide Aspire via SEEK: https://www.seek.com.au/job/52950830?type=standout#searchRequestToken=cf7c6441-1766-496b-b046-9850dfb14c9e

In addition, it is a requirement of this position that the incumbent maintain a current Working With Children Check which is satisfactory to the University in accordance with the Child Safety (Prohibited Persons) Act 2016 (SA).

Information for Applicants:

You are required to provide a suitability statement of no more than three pages, addressing the key capabilities of the position as outlined above. In addition, you are required to upload your CV.

A valid National Police Certificate which is satisfactory to the University will also be required before the successful applicant can commence in this position.

We are seeking to increase the diversity to improve equal opportunity outcomes for employees, and therefore we encourage female applicants, people with a disability and/or from Aboriginal or Torres Strait Islanders descent to apply.

Please note, late applications and applications sent via agencies will not be accepted.

Applications Close 11:59pm:

12 Aug 2021

About Flinders

Our bold vision, captured in our Strategic Plan: making a Difference: The 2025 Agenda, is to be internationally recognised as a world leader in research, an innovator in contemporary education, and the source of Australia’s most enterprising graduates.

To realise this ambition, we recently made a significant organisation change to a six College structure with a professional staff and services alignment.

We recognise the key to our success is exceptional people and we’re seeking an outstanding individual to join the team of our transformed university.

Employment Type:

Continuing

Position Summary

Continuing, full-time (2 positions available)
Compensation Grade:
Higher Education Officer Level 5
Salary Range:
$72,885 - $80,438 pa
Reporting to:
Partnership and Events Manager
Office of Communication, Marketing and Engagement
Working under general direction, the incumbent will hold responsibility for the effective and appropriate coordination of University events with a specific focus on service delivery for the University’s internal customers, ie. Colleges and Portfolios.
Reporting to the Partnership and Events Manager, the Events and Production Coordinator will deliver a highly effective coordination of both physical and digital events, from initial enquiry right through to planning, pre-production and delivery of the event.
The incumbent will possess relevant event experience in the delivery of both physical and online events, , and the technical skills necessary to support Audio Visual and technical event requests.
Importantly this role will support event initiatives that deliver measurable outcomes contributing to university priorities in student recruitment, research, branding and profile as in line with The 2025 Agenda.
The position may require occasional weekend and evening work.

Key Position Responsibilities

The Events and Production Coordinator is accountable for:

• Directly receiving event enquiries and providing effective and appropriate response and/or advice to clients within required designated timeframes. Sourcing venues, suppliers and event equipment within budget, and using well developed communication strategies to maintain effective communication with all stakeholders during pre-production stage.
• Providing informed support in  the development of event proposals, event plans and supporting documentation, such as run sheets, guest lists, invitation and speech notes/scripts.
• Updating and managing internal event systems, databases, and websites.  This includes tracking events and key tasks in the marketing project management tool Wrike to effectively monitor progress and assign resources, uploading event information using Wordpress, creating events in EventBrite or similar, and creating and tracking digital invites.
• Working pro-actively  with with venues and suppliers during pre-production stage to ensure effective communication is maintained.
• Working closely with technical and event support teams, including IDS and AV teams internally, or  similar external providers to deliver event solutions.
• Coordinating the installation/bump in of the event and remain on-site during delivery to ensure the runsheet and event requirements are met, and issues are troubleshooted.
• Supporting Flinders University social media channels by posting live at events as required and encouraging participation with event audiences.
• Ensuring contracts, invoices and other key event documentation are issued and completed within required timeframes.
• Preparing post event evaluation reports to identify any learnings as required and with a view to making recommendations for process improvements where applicable.
• Supporting with merchandise orders, University corporate gifts and the online merchandise store as required.
• Any other responsibilities in line with the level of the position as assigned by the Supervisor and/or the University.

Key Position Capabilities

• Completion of a degree in a relevant area, or an equivalent combination of relevant experience and/or training
• Experience in the effective and appropriate coordination of events with a specific focus on service delivery for multiple clients.
• Experience with directly receiving event enquiries and providing effective and appropriate responses to clients.
• Experience with ensuring contracts, invoices and other key event documentation are issued with agreed timeframes.
• Experience in sourcing venues, suppliers and event equipment within budget and which will support the delivery of exceptional outcomes.
• Demonstrated skills and experience  in effective planning and delivery of  technical aspects of physical and digital events.
• Understanding of audio and visual event arrangements, and ability to assist producers and technical staff onset of events.
• Experience providing high quality internal and external customer service to supporting the administration, planning, delivery and review of promotional activities and events. 
• Knowledge and experience of  event and planning and delivery processes and techniques to achieve required objectives within scope and budget.
• Effective  computer skills especially a sound knowledge of Microsoft Office package and a basic understanding of database principles.
• Demonstrated highly organisational skills time management skills with the ability to work with supervision according to defined priorities, meet deadlines and take initiative as required.
• Demonstrated problem solving capabilities and the ability to exercise sound and informed judgement in a busy work environment.
• Well-developed interpersonal and written communication skills including the ability to communicate with a diverse range of stakeholders through a variety of channels.

For more information please contact Adelaide Aspire on  8212 2683 for a private and confidential discussion.

Please apply directly to Adelaide Aspire via SEEK: https://www.seek.com.au/job/52950830?type=standout#searchRequestToken=cf7c6441-1766-496b-b046-9850dfb14c9e

In addition, it is a requirement of this position that the incumbent maintain a current Working With Children Check which is satisfactory to the University in accordance with the Child Safety (Prohibited Persons) Act 2016 (SA).

Information for Applicants:

You are required to provide a suitability statement of no more than three pages, addressing the key capabilities of the position as outlined above. In addition, you are required to upload your CV.

A valid National Police Certificate which is satisfactory to the University will also be required before the successful applicant can commence in this position.

We are seeking to increase the diversity to improve equal opportunity outcomes for employees, and therefore we encourage female applicants, people with a disability and/or from Aboriginal or Torres Strait Islanders descent to apply.

Please note, late applications and applications sent via agencies will not be accepted.

Applications Close 11:59pm:

12 Aug 2021