Special Events Coordinator

Facilitates event planning to include budget development, effective marketing strategy employment, vendor contract negotiation, vendor oversight, and event logistics.

Career Center

The Career Center is seeking an individual for the position of Special Events Coordinator. The position is r esponsible for the planning, management, and logistical execution of special events for the Career Center. Events include major on-campus job fairs, regional, and national job fairs and in-person and virtual student programs. My duties involve securing venues, negotiating contracts, establishing and collecting fees, creating budgets, communicating with employers and key campus units, conducting event assessments, and setting policies and procedures. Establish and maintain a network of internal and external contacts and collaborate with other University Departments in planning events of mutual interest. Also responsible for coordinating the promotion of these events, programs, and services. Managing multiple tasks, working independently, and taking initiative are critical. Attention to detail, the maturity to analyze problems and exercise sound judgment are required, and a strong commitment to the vision of the Career Center. Recruit, train, and supervise a student worker. Reports to the Assistant Director for Program Operations.

Events - Manage the planning, design, and implementation of over 30 events and programs each year (virtual and in-person). Plan and execute logistics, including securing venues, coordinating room set-up, t raffic flow , technical needs, parking accommodations, catering orders; registration requirements, developing staff/committee schedules, establishing costs and fees, and securing resources and supplies. Oversee all Career Center event reservations in EMS, catering, and logistics.Perform onsite supervision to troubleshoot, deal with unexpected situations, and smooth complications.

Essential Functions

Special Projects - Every employee must support the Student Affairs vision to provide University of Pittsburgh students with the best collegiate experience in the world. All employees within the Division of Student Affairs will be required to perform duties outside of the department in which they are assigned. Additional assignments may include Fairs, Welcome Week, days of service, and others. In a crisis, staff members must work after regular business hours to assist with managing the crisis.

Physical Effort

P osition is primarily sedentary. Computer and technology usage necessary. Days leading up to events or fairs necessitate mobility [including standing or walking ] as well as the ability to lift and/or carry 25 lbs.

The University of Pittsburgh is committed to championing all aspects of diversity, equity, inclusion, and accessibility within our community. This commitment is a fundamental value of the University and is crucial in helping us advance our mission, which includes attracting and retaining diverse workforces. We will continue to create and maintain an environment that allows individuals to discover, belong, contribute, and grow, while honoring the experiences, perspectives, and unique identities of all.

The University of Pittsburgh is an Affirmative Action/Equal Opportunity Employer and values equality of opportunity, human dignity and diversity. EOE, including disability/vets.

Assignment Category

Full-time regular

Job Classification

Staff.Events Planner

Job Family

Administrative Support

Job Sub-Family

Events

Campus

Pittsburgh

Minimum Education Level Required

Bachelor's Degree

Minimum Years Of Experience Required

1

Will this position accept substitution in lieu of education or experience?

Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.

Additional Details About Required Licensure/Certification

Education and Experience Requirements - Additional Education and/or Experience Essential to the Position, Bachelor's degree, and/or related administrative experience and strong computer skills, including Excel and graphics software knowledge. A background in event planning, marketing promotions, and public relations would be beneficial. Strong written communication skills.

Work Schedule

Monday - Friday, 8:30 a.m. - 5:00 p.m; some evenings possible

Work Arrangement

Hybrid: Combination of On-Campus and Remote work as determined by the department.

Hiring Range

21.54 - 23.06/hr

Relocation Offered

No

Visa Sponsorship Provided

Yes

Background Check

For position finalists, employment with the University will require successful completion of a background check

Child Protection Clearances

The following PA Act 153 clearances and background checks are required prior to commencement of employment and as a condition of continued employment: PA State Police Criminal Record Check, FBI Criminal Record Check, PA Child Abuse History Clearance.

Required Documents

Resume

Optional Documents

Cover Letter