Events Specialist

University of Notre Dame, United States

Updated: 17 days ago
Location: Notre Dame, INDIANA
Job Type: FullTime
Deadline: 10 Apr 2024

Position Information


Job Title Events Specialist
Job Description
The University of Notre Dame Graduate School has a crucial role in supporting graduate programs and helping ensure that Notre Dame graduate students become a force for good in the world. With many nationally and internationally recognized graduate programs, the Graduate School attracts top scholars from a wide variety of disciplines. We are looking for someone who is a driven, creative, and collaborative partner to achieve the mission and vision of Our Lady’s University in advancing graduate studies.
An overview of the position:
The Graduate School is seeking a versatile and motivated professional for our Events Specialist role that serves as the event planning expert for the Graduate School. As a member of the Graduate School’s operations and communications team, the Events Specialist manages a portfolio of annual, large-scale signature events and supports the execution of several professional development series, workshops, staff events, and other special events. This position is responsible for the planning, logistics, partnerships, and contracts necessary for ensuring high quality events and programs for all areas of the Graduate School. The Events Specialist has a financial responsibility to adhere to individual event budgets and ensure prompt payment of invoices. This role will also be responsible for assisting with the marketing and communications planning and execution for events. The Events Specialist will ensure events are flawlessly developed and executed, delivering the highest level of customer service for colleagues and attendees.
The Events Specialist will also manage our library of books published by Notre Dame master of fine arts graduates, assist with staff onboarding tasks, and support other operational needs.
This is a great opportunity to utilize a wide variety of skills and work on a diverse set of projects in a collaborative environment.
Key responsibilities:
  • Oversee, organize, and manage multiple events from initial concept to completion including the Graduate School’s signature annual events—the Shaheen Three Minute Thesis (3MT®) competition, Commencement events, and DEI lightning talks; and provide event support for the Solarium art show, graduate student orientation, graduate student appreciation week, postdoc appreciation week, and a series of workshops and events for the various graduate school teams and leaders.
  • Confer with colleagues who are sponsoring events to gain a thorough understanding of the unique vision and goals for each event and create a comprehensive event plan to meet those goals.
  • Manage event timelines; monitor budgets; reserve event spaces; determine room configurations; select menus and order food; rent furniture and equipment; coordinate audio-visual and IT needs; assist speakers and guests with travel arrangements; determine appropriate decor; purchase gifts and swag for attendees; negotiate contracts and obtain event permits as necessary.
  • Plan and coordinate event marketing and communications to students, faculty, and staff to increase attendance at events (e.g., advertising, invitations, digital and printed materials, etc.).
  • Troubleshoot issues as they arise during the planning process; resolve questions and problems concerning scheduling, setups, and other colleague requests; and provide on-site event management to ensure everything runs smoothly and handle last minute requests.
  • Review and pay vendor invoices; process expense reports; reconcile Procard statements; and complete wrap-up accounting reports—all in a timely and professional manner.
  • Evaluate all event details, write post-event reports, and write/update event playbooks.
  • Other operational responsibilities as needed within the Graduate School.
Minimum Qualifications
  • Bachelor’s degree and 3 – 4 years of relevant experience
  • Strong written and verbal communication skills
  • Exceptional event planning and execution skills, with the versatility to successfully balance multiple projects at once
  • Excellent project management, analytical, decision-making, and problem-solving skills
  • Exemplary customer-service and interpersonal skills with the ability to build strong relationships with internal and external constituents
  • Driven to work collaboratively as part of a team
  • Event marketing experience
  • Working knowledge of Google suite and Microsoft Office, and willingness to learn various enterprise systems
Preferred Qualifications
  • Experience working with graduate students
  • Experience with project management software
  • Experience with social media marketing 
  • Experience with University purchasing policies, travel software, and GLez
Special Instructions to Applicants
Department Dean's Office - Graduate School (43000)
Department Website graduateschool.nd.edu
Family / Sub-Family University Operations / Events Planning
Career Stream/Level EIC 1 Associate
Department Hiring Pay Range $45,000 - $50,000, commensurate with experience
Pay ID Semi-Monthly
FLSA Status S1 - FT Exempt
Job Category Service/Maintenance
Job Type Full-time
Schedule: Days of Week & Hours
Typically M-F, 8am – 5pm, some evenings and weekends will be required to support scheduled events.
Schedule: Hours/Week 40
Schedule: # of months 12


Posting Detail Information


Job Posting Date (Campus) 03/26/2024
Job Posting Date (Public) 03/26/2024
Job Closing Date 04/10/2024
Posting Type
Posting Number S24824
Quick Link for Internal Postings https://jobs.nd.edu/postings/34028

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