Events Specialist - Mountaineer Parents Club 16732
The Mountaineer Parents Club within University Relations and Enrollment Management (UREM) at West Virginia University is seeking applications for an Events Specialist. The Events Specialist for University Relations is responsible for the development, planning, and/or organizing of specific events within University Relations and Enrollment Management's purview. This could include some or all of the following duties: development of strategies and goals around certain events; planning virtual events; organizing event plan; organizing event assistance/volunteers; negotiate with vendors; stay within approved budget allocations; etc. The incumbent will also be the on-site coordinator and lead for various events throughout the calendar year. The Events Specialist needs excellent interpersonal skills to establish credibility and work effectively with University Relations staff, key communicators across the University, deans and senior administration officials and other external sources including events staff, vendor staff, event attendees and other key audiences. This position is responsible for developing plans to evaluate events and provide thorough follow-up communications and marketing with audiences in attendance with assistance from various University Relations and Enrollment Management team members. The incumbent must have an expertise in the areas of events management, customer service and experience. In addition, they must have an understanding of the latest trends - within higher education but also in the general fields - to be able to develop unique, memorable events/experiences. The incumbent must also be capable of working independently, producing reliable, high-quality plans with minimal supervision. At the same time, the Events Specialist must be capable of working collaboratively - and at times be a lead - on projects, campaigns and events, engaging those from other University Relations divisions, University units, and/or schools and colleges. The Events Specialist must be able to lead this group, encourage member input, ideas and leadership. At other times, the Events Specialist must be able to work as a team member, taking direction from and/or assisting others in creating the final product.
In order to be successful in this position, the ideal candidate will:
Demonstrate an ability to understand complex subjects, as well as an ability to be sensitive to various goals that may be present in working in a large decentralized organization. The Events Specialist is expected to provide advice and counsel and strategic thinking about effective event planning and experience building.
Provide logistical information to internal and external guests and other administrators concerning all events hosted by University Relations.
Coordinate, plan, and execute logistical event details, which will include scheduling reservations for event space, food and beverage, transportation, interactive and experiential moments, sleeping rooms, photographer, entertainment, and audio/visual equipment, among others.
Negotiate with vendors for services related to assigned events and monitoring services to ensure contract details are fulfilled.
Provide on-site stage management of the events, including leading the work of event staff before and during events.
Monitor event plan and follow established event timeline to ensure all event details are completed within the parameters of the event timeline to ensure all deadlines are met.
Communicate verbally, electronically and through written correspondence with faculty, staff and group sponsors regarding the planning and management of event details to ensure the flawless execution of tasks.
Work with Events, Experience, Marketing and Outreach teams to ensure that events are planned, strategized and executed effectively in a timely fashion.
Work with Mountaineer Parents Club to plan and execute all events including Fall Family Weekend; Fall and Spring Ring Day ceremonies; Parents Receptions; Summer Send-offs and other events.
Maintain detailed records of event details, activities and schedules by entering event information in the event management system.
Maintain budget expenditures and records for each function/event, ensuring invoices are received and close out the event when all information is entered and the associated bills paid.
Supervise support activities by student workers and event volunteers and provide accurate information and communication to these groups.
With an approved budget in mind, develop proposals with a clear goal, expected outcome and plan for execution for approval.
Develop and assist in the execution of follow-up communication and marketing with each event.
Create consistent reporting from each event/experience; work alongside the Director of Marketing Research to develop necessary follow-up surveys/focus groups for additional anecdotal information.
Play a significant role in the University Relations "Experience Team."
Support others from the Events and Marketing & Outreach teams to execute projects/campaigns/events/experiences, as necessary.
Provide general on-site assistance, customer service and leadership at various events throughout the year.
Bachelor's degree required in marketing, public relations, business administration, or a related field required. (Equivalent, significant, directly related experience may be substituted for education requirement.)
Three (3) years directly relevant experience with event planning, promotion and execution as well as program coordination.
One (1) year of experience creating and executing marketing/event plans.
Skill in effectively meeting budget and time constraints. Ability to work on several tasks simultaneously. Skill at responding effectively to priorities and setting deadlines
Demonstrated ability to deal with sensitive and sometimes confidential issues appropriately, and work as a team in a crisis; skill in establishing and maintaining cooperative working relationships
Demonstrated general knowledge of electronic, print, interpersonal and marketing communications in service to complex organizations
Skill in organizing tasks, documents and materials with efficiency and accuracy
Ability to meet multiple deadlines and manage priorities and projects effectively
Ability to work under continuous time constraints and deadlines
Ability to work outside the traditional workweek when needed
Ability to investigate and analyze information and draw conclusions
Ability to effectively communicate with University personnel and the public
Ability to advise and guide other communicators in fulfilling their responsibilities in a collegial and supportive manner; demonstrated commitment to principles of community and diversity
Ability to operate the necessary computer, software, web-based and other high tech, emerging equipment, and perform various communications duties using a broad range of web and publishing programs (content management systems, media monitoring distribution systems, archival programs)
Knowledge of a broad range of academic and institutional issues related to a major research University environment
Valid Driver's License.
At West Virginia University, we leverage our talents and resources to create a better future for our state and the world. As West Virginia's land-grant university, WVU has three campuses that touch each corner of the state. The WVU System includes 518 buildings on 15,880 acres, Extension Service offices in all 55 counties, ten experimental farms and four forests.
From the groundbreaking R1 research of our flagship campus in Morgantown to the career-oriented programs of WVU Potomac State in Keyser to the technology-intensive programs at WVU Tech in Beckley -- the contributions of WVU employees directly impact the 1.8 million people of West Virginia every day, no matter their role or position.
Service, curiosity, respect, accountability, and appreciation are the core values that unite Mountaineers, inspiring one another to work tirelessly and support others as they seek to reach new heights. After all, when you're a Mountaineer, impossible is just another mountain to climb.
West Virginia University is proud to be an Equal Opportunity employer and is the recipient of an NSF ADVANCE award for gender equity. The University values diversity among its faculty, staff, and students, and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.
Job Posting: Apr 21, 2021
Posting Classification: Non-Classified
Exemption Status: Exempt
Benefits Eligible: Yes
Internal Number: 226783
About West Virginia University
West Virginia University, founded in 1867, has a long and rich history as a public, land-grant institution. WVU encourages scholarship and offers high-quality academic programs while serving the state of West Virginia and the nation. WVU statewide includes campuses in Beckley, Charleston, Keyser, Martinsburg and Morgantown – which has been ranked as a #1 Small City in America. WVU is an R1 Doctoral Research University (Highest Research Activity), one of only 115 nationwide. WVU offers 212 degrees throughout the 14 colleges and schools. Areas of specialty include STEM education, healthcare in Appalachia, shale gas utilization, radio astronomy and forensics. WVU researchers have helped confirm the existence of gravitational waves and uncovered diesel vehicle emissions discrepancies. Statewide, there are over 31,000 graduate and undergraduate students along with 190,000 alumni worldwide. WVU is reinventing West Virginia’s future by strengthening education, healthcare and broad-based prosperity.