Conference / Event Coordinator

Position DetailsPosition InformationDepartmentVP Univ Relations & Mktg (NIA)Position TitleCoordinator-EventsJob TitleConference & Event CoordinatorAppointment TypeProfessional FacultyJob LocationCorvallisBenefits EligibleFull-Time, benefits eligibleRemote or Hybrid option?Job SummaryUniversity Relations and Marketing is seeking two Conference & Event Coordinators. These are full-time (1.00 FTE), 12-month, professional faculty positions.The role of the Conference & Event Coordinator is to plan, organize, coordinate, evaluate, and participate in a variety of on and off campus events and conferences. This includes planning and monitoring performance against event, conference and organizational goals and objectives and ensure program results; interact with internal and external programs, clients, faculty, staff, students and project stakeholders to plan and execute the logistics of conferences and events. These include managing event budgets, contract negotiation and execution, coordinating event marketing and outreach efforts,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 don't 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•7cultural resource centersthat 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/aboutLocations: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 State's beautiful, historic and state-of-the-art main campus is located in one of America's 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 acomprehensive benefits packagewith 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 theBenefits Calculatorto learn more about the full value of the benefits provided at OSU.Key Responsibilities90% Conference and Event ManagementDaily event coordination and oversight, including planning and execution of event logistics, wrap up and assessment of event goals associated with messaging, theme, quality, budget, audience and other strategic and relevant event outcomes associated with the University's strategic marketing, communications and engagement plan.Reviews event, scope of project, and determines needs such as: staff, vendors, duties, training, administrative actions, etc.Develops and manages conference and event specific budget, including tracking, reporting, and projections.Ensures compliance with University policy, and state, federal and NCAA regulations.Establishes and maintains relationships with internal and external stakeholders, including university faculty, administrators, committees, federal, state, and local agencies, professional associations to ensure successful execution of conferences and events.Assists with client intake and booking for events held at the LaSells Stewart Center.Develops and enforces procedures and practices to ensure quality and safety standards for events.Manages information, contacts, contracts, payments and income in Ideal Logic.Negotiates contracts for external vendors and oversees event preparation and execution for those vendors.10% Other duties as assignedWhat You Will NeedBachelor's degree or an equivalent combination of education and experience to perform the primary duties of the position.3 years of experience managing high level of events and/or conferencesThis 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.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 driver's license in their state of residence, be determined to be position qualified and self-report convictions as per University Policy 05-030.What We Would Like You to HaveExperience working in higher educationAV experienceWorking Conditions / Work SchedulePosition will require frequent extended periods of standing, lifting and working in a variety of indoor and outdoor environments. May require evening and/or weekend work and travel.Pay MethodSalaryPay Period1st through the last day of the monthPay DateLast working day of the monthRecommended Full-Time Salary Range$44,496-$75,516Link to Position Descriptionhttps://jobs.oregonstate.edu/position_descriptions/158717Posting Detail InformationPosting NumberP08435UFNumber of Vacancies2Anticipated Appointment Begin Date09/30/2024Anticipated Appointment End DatePosting Date08/30/2024Full Consideration DateClosing Date09/13/2024Indicate how you intend to recruit for this searchCompetitive / External - open to ALL qualified applicantsSpecial Instructions to ApplicantsWhen applying you will be required to attach the following electronic documents:1) A resume/CV;2) A cover letter indicating how your qualifications and experience have prepared you for this position; and3) Responses to the following questions, uploaded as Other Document 1:Please provide an example of a professional level event or conference that you have had responsibility in. Include your role, the outcomes and how the event was perceived by the client upon completion.What are the first three steps you take when an event/conference is assigned to you (or booked by a client)?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.Starting salary within the salary range will be commensurate with skills, education, and experience.For additional information please contact:Jeffrey Todd, jeffrey.todd@oregonstate.edu, 541-737-9062OSU 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.OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has "critical or security-sensitive" responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at ourBackground Checkswebsite including thefor candidatessection for more details. If you have questions or concerns about the pre-employment check, please contact OSU's Employee and Labor Relations team atemployee.relations@oregonstate.edu .Original job Conference / Event Coordinator posted on GrabJobs ©. To flag any issues with this job please use the Report Job button on GrabJobs.