Event Services Specialist at Indiana University in Indianapolis, Indiana
Posted in Other about 7 hours ago.
Job Description:
Department
LILLY FAMILY SCHOOL OF PHILANT (IN-CPHL-IUINA)
Department Information
At the IU Lilly Family School of Philanthropy, we increase the understanding of philanthropy and improve its practice worldwide through critical inquiry, interdisciplinary research, teaching, training, and civic engagement.
We are actively searching for an Events Specialist. This position works closely with the Dean's Office in coordinating projects and events that support the branding of the School. They use best practices in marketing, communicating and managing special events sponsored by the School. The position coordinates and oversees the implementation of multi-faceted and widely distributed unique educational opportunities, conferences, convenings and/or other events.
The position will oversee the design and organization of events that promote the IU Lilly Family School of Philanthropy and its mission. The events specialist works independently and with the Assistant Director for Special Programs and School leadership to market, plan, and execute successful programs and events. They also develop and implement marketing and communications plans related to the events.
Job Summary
- Plans a variety of recurring and ad hoc events for the university and oversees budgets, vendor contracts, transportation, catering, signage, equipment, technology, and other event components. Coordinates event activities prior to and on the day of events.
- Consults with internal and external constituencies to plan event timelines and specifications and negotiate the terms of agreements and contracts.
- Works closely with vendors and staff to ensure goods and services arrive timely and in acceptable condition for events.
- Interfaces with media and/or marketing and communications representatives regarding calendar of events and event publicity.
- Tracks and analyzes event metrics, such as attendance, participant feedback, and expenses; monitors effectiveness and return of investment; tracks suggested event improvements for future implementation in recurring events.
- Ensures events adhere to university guidelines and policies and event contracts, agreements, and specifications.
- May make procedural and policy recommendations to improve operational efficiency.
- May provide guidance to lower-level Event Services Specialists; may delegate administrative tasks to Event Services Coordinators.
Qualifications
Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.
EDUCATION
Required
- Bachelor's degree in business, finance, public administration, or related field
Required
- 2 years in events, hospitality, or related field
Required
- Proficient communication skills
- Maintains a high degree of professionalism
- Demonstrated time management and priority setting skills
- Demonstrates a high commitment to quality
- Possesses flexibility to work in a fast paced, dynamic environment
- Seeks to acquire knowledge in area of specialty
- Highly thorough and dependable
- Demonstrates a high level of accuracy, even under pressure
Working Conditions / Demands
This role regularly requires the ability to effectively communicate. This role frequently requires the ability to handle equipment. This role frequently requires the ability to remain stationary and ascend/descend ladders/stairs. This role requires the ability to move objects weighing up to 25 pounds. The role requires the ability to detect items in close proximity as well as far away; discern between colors; detect objects in peripheral space of self; discern items in detail; and to have good depth perception. The person in this role must be able to perform the essential functions with or without an accommodation.
Work Location
Indiana University, Indianapolis
This position is eligible for remote work or to work a hybrid schedule (mix between remote and in-person work), subject to change in the future based on university policy and business needs.
Work Hours
Monday - Friday - 8:00 AM - 5:00 PM.
There is some travel required for this position and evenings and weekend events may require work during hours outside of the standard office hours.
Benefits Overview
For full-time staff employees, Indiana University offers a wide array of benefits including:
- Multiple plan options for medical insurance
- Dental insurance
- Health Savings Account with generous IU contribution
- Life insurance, LTD, and AD&D options
- Base retirement plan contribution from IU, subject to vesting
- Additional supplemental retirement plan options
- Tuition benefit for IU classes
- 10 paid holidays per year
- Generous Paid Time Off
- Paid Parental Leave
- Employee Assistance Program (EAP)
Job Classification
Career Level: Career
FLSA: Exempt
Job Function: Operations
Job Family: Events
Click here to learn more about Indiana University's Job Framework.
Posting Disclaimer
This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.
If you wish to include a cover letter, you may include it with your resume when uploading attachments.
Equal Employment Opportunity
Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.
Campus Safety and Security
The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.
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