Oregon State University
Department: University Events
(NIA)
Appointment Type: Professional Faculty
Job Location: Corvallis
Recommended Full-Time Salary
Range: $44,496 – $75,516
Job Summary:
University Events is seeking an Event Coordinator. This is a full-time
(1.00 FTE), 12-month, professional faculty position.
The event coordinator for University Events plans and executes
approximately 50 events a year, as well as represents the department in the management of special projects. The coordinator will intake/book
approximately 100-200 events a year in the LaSells Stewart Center and will be responsible for managing the Giustina Gallery art exhibits.
The coordinator is responsible for providing continued progress on multiple projects and events at any given time.
Why
OSU?
Working for Oregon State University is so much more than a job!
Oregon State University is a dynamic
community of dreamers, doers, problem-solvers and change-makers. We dont wait for challenges to present themselves – we seek them out and
take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and
heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to
build a better future for all.
FACTS:
Top 1.4% university in the world
More research funding than all
public universities in Oregon combined
1 of 3 land, sea, space and sun grant universities in the U.S.
2 campuses, 11 colleges, 12
experiment stations, and Extension programs in all 36 counties
7 cultural resource centers that offer education, celebration and
belonging for everyone
100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates
35k+
students including more than 2.3k international students and 10k students of color
217k+ alumni worldwide
For more interesting facts
about OSU visit: https://oregonstate.edu/about
Locations:
Oregon
State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the
Pacific Coast in Newport.
Oregon States beautiful, historic and state-of-the-art main campus is located in one of Americas best
college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the
Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an
eclectic downtown featuring local cuisine, popular events and performances.
Total Rewards Package:
Oregon
State University offers a comprehensive benefits
package with benefits eligible positions that is designed to meet the needs of employees and their families including:
Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
Free confidential mental health
and emotional support services, and counseling resources.
Retirement savings paid by the university.
A generous paid leave package,
including holidays, vacation and sick leave.
Tuition reduction benefits for you or your qualifying dependents at OSU or the additional
six Oregon Public Universities.
Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a
Family Resource Center, Affinity Groups and an Employee Assistance Program.
Future and current OSU employees can use the Benefits Calculator to learn more about
the full value of the benefits provided at OSU.
Key Responsibilities
70% – EVENT MANAGEMENTResponsible for
successfully providing coordination and planning for assigned events held by the university and clients of the LaSells Stewart Center, and
in doing so, achieve event goals associated with messaging, theme, quality, budget, audience and other strategic and relevant event outcomes
associated with the Universitys strategic marketing, communications and engagement plan. Develops event plan and coordinates steps to ensure
participation by appropriate interested individuals and groups. Builds consensus and best practices for events. Seeks input and makes
decisions accordingly. Represents University Events, the LaSells Stewart Center, the Presidents Office, University Relations and Marketing
and Oregon State University at events and in special projects as assigned. Works with colleges and departments across the university
including the Provosts office, Registrars office, Community Engagement and Leadership, College of Science, College of Engineering, etc.
Serves as a consultant for other departments, colleges, and at times students, on their events for best practices. Attends meetings. Reviews
event, scope of project, and determines needs such as: staff, vendors, duties, training, administrative actions, etc. Manages onsite event
support as needed, including student workers. Assists with client intake and booking for events held at the LaSells Stewart
Center.
Identifies potential difficulties pre- and post-event and determines best course of action to eliminate pitfalls and
complications. Moderates conversations and negotiations related to the event being planned, and builds consensus among participants.
Responsible for creating invitation lists, deciding menus and locations. Reviews event history (if applicable) and makes changes
accordingly. Maintains contact with all necessary vendors and staff, as well as keeps event committee informed and updated on progress via
meetings, e-mail and phone. Provides consulting for best practices to vendors and other department staff.
Creates draft scripts for
university leadership to be used at UE produced events. Responsible for keeping speakers on task and on time during events. Creates draft
letters and certificates; send/distribute once drafts are approved. Instructs on graphics needed for invitations, web pages, presentations,
and publicity. Modifies event plan and coordinates changes throughout the event coordination and planning process, and during actual events.
Receives status updates from all associated parties and distributes information to committees. Supervises event to make sure tasks are
completed on time and on budget. These duties may require driving to other sites.
10% – ADVANCED PROJECT
MANAGEMENTLead contact for, and manager of, the LaSells Stewart Centers Giustina Gallery. Which includes creating a gallery
schedule, scheduling/performing installation and takedown of artwork, overseeing sales and building relationships with local galleries and
patrons.
10% – OFFICE COORDINATIONResponsible for developing office templates, updating templates, website
maintenance; database management, keeping office manual up-to-date. Some graphic design may be required. Event planner may also be
responsible for design elements including lighting, linens, centerpieces, catering, all associated vendors, event transitions, room layout
and guest flow throughout the physical environment during an event. Responsible for creating the overall look of an event. Responsible for
making sure designs follow Oregon State University design standards. Responsible for creating and ensuring compatibility of electronic
invitations.
10% ADDITIONAL OFFICE SUPPORTManages billing and day-to-day accounting; requests and allocates vendor
payments, reimbursements, tracks event budgets. Sends invitations and accept responses as needed; prepares event documents for printing and
next steps; manages system for tracking event replies. Provides input and innovation for ticketing and electronic invitation
protocol/system. Answers main phone line and provides general customer support.
What You Will Need
This position is designated as a critical or security-sensitive position; therefore,
the incumbent must successfully complete a criminal history check and be determined to be position qualified as per OSU Standard
576-055-0000 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history
checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check
requirement.
This position requires driving a university vehicle or a personal vehicle on behalf of the university; therefore, the
incumbent must successfully complete a motor vehicle history check, possess and maintain a current, valid drivers license in their state of
residence, be determined to be position qualified and self-report convictions as per University Policy 05-030 et seq. Offers of employment
are contingent upon meeting all minimum qualifications including the motor vehicle check requirement.
What We Would Like You to
Have
Working Conditions / Work
Schedule
Special Instructions to Applicants
When
applying you will be required to attach the following electronic documents:
1) A resume/CV; and
2) A cover letter indicating
how your qualifications and experience have prepared you for this position.
You will also be required to submit the names of at least
three professional references, their e-mail addresses and telephone numbers as part of the application process.
For additional
information please contact:Shelly Signs
[email protected]
541-737-0724
OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal
Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women,
individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a
diverse and inclusive community.
OSU will conduct a review of the National Sex Offender Public website prior to
hire.
Starting salary within the salary range will be commensurate with skills, education, and experience.
This position is
designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be
determined to be position qualified as per University Standard 05-010 et seq. Incumbents are required to self-report convictions and those
in youth programs may have additional criminal history checks every 24 months. Offers of employment are contingent upon meeting all minimum
qualifications including the criminal history check requirement.
This position requires driving a university vehicle or a personal
vehicle on behalf of the university; therefore, the incumbent must successfully complete a motor vehicle history check, possess and maintain
a current, valid drivers license in their state of residence, be determined to be position qualified and self-report convictions as per
University Policy 05-030 et seq. Offers of employment are contingent upon meeting all minimum qualifications including the motor vehicle
check requirement.
To apply, please visit: https://jobs.oregonstate.edu/postings/145016
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