Job Information

University of Utah Coordinator, Special Events in Salt Lake City, Utah

Open Date 08/20/2021

Requisition Number PRN27403B

Job Title Coordinator, Special Events

Working Title Coordinator, Special Events

Job Grade C

FLSA Code Nonexempt

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Variable

Work Schedule Summary

Candidates must be available to work varying shifts including evenings, weekends, and holidays.

VP Area Academic Affairs

Department 00096 - College of Law - Dean

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 12.02 to 19.23

Close Date

Open Until Filled Yes

Job Summary

Plans, implements, and coordinates various logistical details associated with medium and large-scale special events that include meetings, seminars, conferences, educational training, social events, and other related activities. May be involved in scheduling, food and beverage selection, participant travel, audio-visual, and presentation coordination and arrangements.

Responsibilities

1. Plans, coordinates, and follows-through with details for large and medium-scale special events including social activities, conferences, educational seminars, receptions, etc., often with minimal immediate supervision. Makes physical arrangements such as scheduling, catering, transportation, ordering event supplies and equipment, etc.

2. Provides on-site presence and support to ensure delivery of successful and effective events by coordinating all aspects of the event including, but not limited to, vendor selection, service levels, catering, collateral materials, logistics, technology support, and registration.

3. Maintains fiscal responsibility for event activities, including purchasing, reimbursements, payments, invoicing, expense reports, contracts, budgets, record-keeping, and purchasing cards reconciliations in a timely and efficient manner to ensure compliance with federal guidelines, and University of Utah policies and procedures.

4. Assists in evaluating program effectiveness and adjusting for future events.

5. Responsible for developing and maintaining a working relationship with faculty, staff, and leaders of outside groups in planning and scheduling all events/programs for the administration.

6. Demonstrate strong customer service skills and possess a positive attitude, adaptability, strong problem-solving skills, and a desire to support faculty and student success. Perform clerical tasks such as answering phones, responding to emails in a timely manner, and data entry.

7. Maintains files, records and a computer database on event details and participants.

8. May manage office and event supplies and equipment and act as a liaison with vendors.

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Work Environment and Level of Frequency that may be required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking.

Often: Repetitive hand motion (such as typing), walking.

Seldom: Bending, reaching overhead.

Minimum Qualifications

One year administrative/business experience or experience working with and organizing events, social schedules, conferences, etc., or equivalency; demonstrated human relations and communication skills; and a commitment to provide excellent customer service required. 45 wpm typing may be required in some departments. Accounting/bookkeeping experience preferred.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

The coordinator must be available to work varying days of the week and shifts, which includes night and weekend shifts. The coordinator has authority to follow through independently with most details for the events; however, the conceptualization for most events is approached as a team with final decision authority reserved for the faculty member or supervisor. The coordinator may research options and discuss these with other staff and faculty members. The coordinator’s input is important in program development and evaluating needs assessment and event effectiveness.

Challenges encountered by the incumbent include taking responsibility for the orderly flow of events from registration through the evaluation process; ensuring the effective adherence to University policies and procedures as well as educational program regulations; and maintaining accurate and complete information and resources for participants and the department.

Type Benefited Staff

Special Instructions Summary

Candidates must be available for varying shifts that will include evenings and weekends.

Additional Information

The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.

Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action:

Director/ Title IX Coordinator

Office of Equal Opportunity and Affirmative Action ( OEO /AA)

135 Park Building

Salt Lake City, UT 84112

801-581-8365

oeo@utah.edu

Online reports may be submitted at oeo.utah.edu

For more information: https://www.utah.edu/nondiscrimination/

To inquire about this posting, email: employment@utah.edu (%20employment@utah.edu) or call 801-581-2300.

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen.