Events Planner

98390BR

Campus: West Valley

Conference/Events Planner

Job Description

This position is at the ASU West Valley Campus.

Schedules event space and coordinates logistics for various types of meetings, special events, conferences,
outdoor events and services hosted by campus and/or community organizations.
This position arranges aspects of event reservations (indoor and outdoor) including technical arrangements,
staffing, and other various services for spaces and events overseen by ASU Student Connection and
Community. Additionally, this position is responsible for supervising assigned student staff and assisting in
the development and implementation of event related policies and procedures. This position collaborates with
various campus partners including the ASU Police Department, ASU Fire Marshall’s office, Sun Devil Dining and
Facilities Maintenance to coordinate permits and safety of events.

What’s in it for you:
Arizona State University offers a comprehensive benefits package that includes valuable employee benefits to
enhance the total compensation of its staff. This package includes: (Click here to explore options)

• Tuition Reduction Program for staff members, their spouses, and dependents, available on day one.
• Low-cost health, dental, vision, and life insurance benefits.
• Retirement program designed to promote long-term savings and provide income upon retirement.
• Paid time for volunteer and professional development.
• 10 Paid Holidays and competitive Vacation and Sick accruals each Pay Period.
• Wellness program for preventative health education and screenings.
• Disability and leave program for income protection.
• Employee assistance for free and confidential behavioral health services.
• ASU Discounts to sports/events along with discounts with ASU partnerships.
• Flexible work arrangements are available in an alternative or hybrid schedule but will be based on the work and the needs of the university and department operations and pending leadership approval.

Currently hiring for the following shift: Monday – Friday 8:00am - 5:00pm

Job Family

Theatrical & Public Events

Department Name

ASUW Stdt Activities Conf Svc

Full-Time/Part-Time

Full-Time

VP Code

EDUC OUTRCH & STDT SVCS

Grant Funded Position

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

Salary Range

$50,000 per year

Close Date

02-February-2024

Essential Duties

• Using scheduling software, books and schedules venues and services for use by campus and outside organizations; prepares contracts, determining fees and terms of contract for use.
• Coordinates with clients to determine technical and/or other special requirements needed for event; determines resources available such as equipment or labor and compares with event requirements.
• Serves as a primary reference to assist campus groups and community members in resolving discrepancies or procedural problems, utilizing knowledge of assigned area; responds to technical administrative questions ensuring necessary follow-up is performed.
• Provides assistance and information to faculty, staff, students, and outside organizations regarding facility use, services and capabilities; maintains contact with clients in-person, via video-call, telephone, email or written correspondence.
• Collaborates with leadership to analyze risk and develop, prepare, and implement safety and security policies and procedures for events.
• Prepares written reports and materials on services, usage and facility operations.
• Makes appropriate recommendations to keep our program and services competitive and current.
• Attends and participates in meetings with department, assigned staff, colleagues, clients and other campus partners as necessary.
• Supports Operational staff with event and building operations when needed.
• Hires, onboards, trains and directly supervises student staff; responsible for the development and growth of student team.
• Represents university in public relations/liaison capacity on matters relating to events and at department meetings. Acts as resource to students and staff on event planning process for the University.
• Helps promote Spirit, Pride, and Tradition among colleagues and students by implementing and participating in programs that promote these values.
• Other duties and responsibilities as assigned.

Minimum Qualifications

Associate's degree in Business Administration or hospitality or closely related field with at least five (5) years previous banquet/venue/conference experience OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• Experience with planning and managing multiple and/or complex events or priorities simultaneously
• Experience promoting venue and marketing services
• Experience working in the higher education environment
• Experience with event management software (ex: EMS, Social Tables, etc.)
• Experience working with diverse groups
• Demonstrated knowledge of leadership practices and principles; ability to lead or supervise teams

Working Environment

• Sit or stand for prolonged periods of time
• Work collaboratively across various departments within the University as well as with diverse populations and groups
• Work takes place primarily in an office setting; high computer usage including inputting, reviewing and retrieving information, extended periods of computer screen viewing and using mouse and keyboard
• Use critical thinking to make decisions and/or analyze data
• Communicate effectively 
• Walk throughout campus for meetings or events, regardless of the weather
• Climb stairs in locations with no elevator.
• Ability to lift 35 lbs.
• Includes some evenings and weekends as needed

Department Statement

Educational Outreach and Student Services (EOSS) is committed to enrolling all qualified students at Arizona State
University and assisting them in their academic success. EOSS provides a broad range of services and support to
students and prospective students ranging from outreach efforts with K-12 schools, orientation programs for new
freshman, bridge programs to assist the transition to a university environment, and a wide variety of services,
programs and activities for enrolled students. EOSS has direct responsibility for multiple departments across four
campuses, some of which include the Dean of Students, University Housing, Health Services, Counseling Services,
Disability Resources, the Memorial Union, TRIO programs, Sun Devil Fitness, Student Government, Student Media,
Career Services, Access ASU and others.

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.

Notice of Availability of the ASU Annual Security and Fire Safety Report
In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources .

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.

Fingerprint Check Statement

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint 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.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.