Event Specialist
Wayne State University is searching for an experiencedEvent Specialistat its Detroit campus location.
Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.
Essential functions (job duties):
Job Purpose
Responsible for planning, organizing and coordinating Development and Alumni Affairs events, Presidential and Institutional Events, and other university and non-university events as assigned by the Events Manager or Senior Director of Special Events. Responsible for customer service, budget and contract development, planning, execution, billing and audit processes for assigned events. Provide on-site coordination and supervision of all aspects of event production where required. Supervise support staff and temporary event staff, as required on a per event basis. This position reports to the Senior Director, Special Events.
Essential Functions
(Essential functions are the primary duties/major job responsibilities that an employee must be able to perform, with or without reasonable accommodation. The essential functions are listed in order of importance.)
Work collaboratively with clients to plan, organize and implement events on and off-campus that promote the goals, values and mission of Wayne State University and support the solicitation and cultivation of donors. Work collaboratively with the Office of the President to plan, develop, coordinate, and implement events for assigned Presidential and Institutional events and activities.
Ensure event client compliance with contract and budgetary requirements. Develop event plans, schedule and track timelines, milestones and deliverables; estimate resources, manage changes in event scope. Draft and submit budget proposals, and recommend subsequent budget changes where necessary. Act as liaison with stakeholders. Effectively communicate and manage expectations with team members and stakeholders; identify and resolve issues and conflicts as necessary. Develop and deliver progress reports, proposals, requirement documentation, and presentations. Provide onsite coordination and event management of events. Monitor compliance of all events with contract and budgetary requirements. 45%
Routinely interact with event clients to determine highest priorities. Tailor products and services to meet needs of the client. Network effectively with a wide array of campus service providers and off campus vendors to ensure that venues, programs and services are provided in a competitive, competent and efficient manner. Arrange for client site visits and coordinate on and off-campus services and venue staff as needed. 30%
Ensure products and services from campus departments and off campus vendors are secured and accurately documented. Create and update documentation, including log sheets, financial reviews, production schedules, cost summaries and event budgets on a regular basis. 15%
Provide assistance to office in receiving telephone calls and other inquiries. Assist with development of departmental strategic plans, customer surveys, action plans and performance metrics. 5%
Perform other duties as assigned 5%
WORK CONTEXT
This grid characterizes the position scope.
Job Reports to: Senior Director
Leadership Accountability: Implements operating plans
Supervisory Accountability: None
Organizational Accountability: None
Financial Accountability: Manages operating budget
Customer Accountability: Interfaces with officials and executives
Freedom to Act: Subject to general input from supervisor
Unique duties:
Qualifications:
MINIMUM QUALIFICATIONS
Education Bachelor's degree
Graduation from an accredited college or university with a degree in marketing, hospitality, business administration or related field or equivalent combination of education and experience.
Experience
Experienced (minimum 2 years of job-related experience)
Minimum of two years' experience planning multifaceted events required, including experience supervising installation and strike of event equipment and structures, including tables, chairs, tenting, staging and audio-visual equipment. First-hand experience creating event estimates and budgets, experience working with event equipment vendors and service providers, and on-site event operation coordination. Demonstrated working knowledge of events and event management principles.
Valid Michigan Driver's License.
Preferred: Experience in a university or corporate environment.
Knowledge, Skills and Abilities
ANALYTICAL AND PRESENTATION SKILLS: Ability to evaluate, interpret, and present complex information effectively in professionally prepared documents or presentations. Must possess a demonstrated attention to detail in order to achieve a high degree of accuracy.
COLLABORATION: Exhibits a willingness to partner with diverse units across the university with integrity and high character to reach unified goals. Possesses the ability to navigate difficult situations with grace and understanding while being respectful and accepting of individual differences.
COMMUNICATIONS SKILLS: Ability to communicate clearly, concisely and professionally both orally and in writing. Strong interpersonal skills are a must. Ability to work successfully with persons from diverse backgrounds.
DIVERSITY, EQUITY & INCLUSION: Demonstrates a commitment to diversity, equity and inclusion through continuous development, modeling inclusive behaviors and proactively managing implicit bias.
LEARNING AGILITY: Independent and innovative self-starter who displays an ability to learn quickly and easily adapts to changing situations. Experience researching topics to gain knowledge and understanding when information gaps exist.
PLANNING AND ORGANIZATION: Ability to manage several projects simultaneously, prioritize and plan work activities while meeting respective deadlines. Strong organizational and time-management skills required. Maturity, sound judgment and ability to handle multiple tasks simultaneously in a deadline-oriented environment.
TEAMWORK: Ability to collaborate effectively with colleagues within the division and other units to gain full understanding of the project and desired outcome; ability to produce high quality and consistent results with assistance of team members; provide support to teammates when tackling complex projects.
TECHNICAL SKILLS: Proficient in the use of complex administrative systems software, preferrably in the higher education environment. Proficient with Microsoft Office suite, especially Word, Excel and Teams. Ability to understand and translate complex concepts into lay terms.
Working Conditions
Adhere to confidentiality and data usage policy for the division.
Must be able to travel and manage events outside the local area and possibly out-of-state. Will need to work evenings and weekends to manage events. Ability to work a flexible schedule, including early mornings, late evenings and weekends, and to be available to work on short notice if required.
Preferred qualifications:
School/College/Division:
H86 - Development & Alumni Affairs
Primary department:
H8605-Developmnt office
Employment type:
Funding/salary information:
Working conditions:
Normal working condition
Job openings:
Background check requirements:
University policy requires certain persons who are offered employment to undergo a ba
