Events Coordinator

86245BR

Campus: Tempe

Events Coordinator

Job Description

As a part of the College of Global Futures, this position schedules, coordinates, supervises and evaluates various types of events for the School of Sustainability and the School for Ocean Futures. This position arranges all aspects of events such as reserving the facility, making technical arrangements, ordering catering and staffing. Events staff are required to maintain a flexible work schedule in order to oversee an event should it be held after hours. The ideal candidate should be detail oriented, be a good communicator and work well in a team environment. Additionally, they should demonstrate a passion that aligns with our mission for a sustainable, equitable and vibrant future for everyone on a thriving, healthy planet, with high level attention to detail, a commitment to excellence, and the ability to navigate shifting situations and last-minute changes.

Job Family

Publicity & Promotion

Department Name

Global Futures Laboratory

Full-Time/Part-Time

Full-Time

VP Code

KNOWLEDGE ENTERPRISE DEV

Grant Funded Position

This is not a grant funded position and is not contingent on future grant funding.

Salary Range

$44,000 - $57,930 per year; DOE

Close Date

01-December-2022

Essential Duties

• Reserves and schedules facilities and services for use by campus and outside organizations
• Coordinates with requesting party to determine technical and/or other requirements needed for event
• Develops event expenses and reviews terms of contract(s)
• Determines resources needed such as equipment or labor
• Ensures all aspects of events are implemented and controlled according to plans
• Assists with settlement of event by determining fiscal accuracy of fees and submitting appropriate paperwork in a timely manner
• Maintains direct contact with personnel of various outside organizations and university departments associated with scheduled events
• Represents university in public relations/liaison capacity on matters relating to events and at department meetings
• Oversees setup and breakdown of events by insuring proper set-up of chairs, tables, technical needs and other requirements
• Arranges adequate medical and security coverage if needed
• Provides assistance and information to faculty, staff and outside organizations regarding facility use and capabilities
• Maintains contact with vendors, patrons or clients as needed
• Responsible for marketing event in regards to publicizing information {headshot, abstract, bio) via a web page template
• Supervise student workers assigned to events
• Coordinates with the marketing team to guide outreach efforts
• Serves as the event representative to ensure all aspects of function/program are implemented according to plans: resolves emergency situations and/or patron problems such as medical emergencies or security

Minimum Qualifications

Associate's degree in Public Administration, Business Administration or a related field and two years of event planning and coordinating experience; OR,Four years of public relations and event planning/coordinating experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills, and abilities have been achieved.

Desired Qualifications

• Experience assisting the coordination of events, such as multi-day conferences and meetings.
• Experience with working with volunteers in a supervisory role.
• Experience tracking expenses.
• Experience in public relations and handling complaints.
• Evidence of effective communication.
• Experience in using Microsoft Office, including Word, Excel, PowerPoint, and Outlook
• Experience working collaboratively within a team environment.
• Experience with Wrike (project management software).
• Experience with event management and hosting platforms, such as Aventri, Zoom Webinar, Salesforce, etc.

Working Environment

• Use office equipment including a desktop computer.
• Bending, stooping, reaching, lifting and pushing objects of varying weights up to 50 pounds.
• Communicate to perform essential duties.
• May include exposure to external environment/climate conditions including walking on uneven surfaces, climbing and high temperatures.
• Fragile electronic equipment must be transported both manually and with the assistance of portage devices.
• Some equipment, such as lighting and cabling, can be dangerous during operation and setup.

Department Statement

In the College of Global Futures, we prepare our students to address some of the greatest challenges of our time, from ensuring the social benefits of powerful new technologies and creating just and sustainable futures, to exploring solutions to emerging issues that transcend the limitations of conventional thinking.

ASU Statement

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.

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Employment Verification Statement

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Instructions to Apply

Application deadline is 3:00PM Arizona time on the date indicated.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.

Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.