The University Relations Department at West Virginia University is seeking applications for an Events Specialist. This person is responsible for being an event planner, experience builder and teammate at the University. This person will also lead the development and execution of events and experiences that are memorable and successful to help the University achieve key goals, specifically in recruitment and retention of students.
In order to be successful in this role, the ideal candidate will:
Develop, plan and execute events for the Mountaineer Parents Club (Fall Family Weekend, New Student Orientation receptions, move-in receptions, etc.).
Assist with the planning and execution of recruitment events (Discover WVU, Decide WVU, Distinguished Scholars, etc.).
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 planning plan, 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, and other University Relations Enrollment Management teams to assure that events are planned, strategized and executed effectively in a timely fashion.
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 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 of relevant experience with event planning, promotion and execution as well as program coordination.
One (1) year of experience creating and executing marketing/event plans.
Demonstrated excellence and understanding of event/experience concepts, principles, execution, and customer service, including event design, organization and production
Demonstrated excellence in creating strategic proposals and follow-up for unique event/experiences with various audiences in mind
Proven organizational and project management skills to work successfully with clients to produce high-quality events that meet needs
Demonstrated excellence in creating memorable, well-organized events/experiences with strong attention to detail
Demonstrated experience in events and experience trends, with demonstrated ability to analyze those trends and create strategic plans accordingly
Familiarity with, and the ability to become an expert on, University's branding guidelines
Skill and experience in identifying the correct elements of an event/experience, the appropriate audience, the method and timing of strategic communication and marketing
Knowledge of crowd management, crowd safety protocols, security, and emergency procedures related to small, medium, and large-scale gatherings
The ability to work collaboratively as part of a larger team, both as a project leader or team member, depending on the particular assignment
Skill in identifying and relating to contemporary issues in light of accomplishments by University faculty and research entities
Demonstrated skill in analyzing situations and providing sound professional judgment on problems dealing with event planning and marketing
Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions. Ability to complete large volume of diverse tasks efficiently, meeting established deadlines
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 pride ourselves on a tireless endeavor for achievement. We are home to some of the most passionate, innovative minds in the country who push their limits for the sake of progress, constantly moving the world forward. Our students, faculty and staff make this institution one of the best out there, and we are proud to stand as one voice, one university, one WVU. Find out more about your opportunities as a Mountaineer at https://talentandculture.wvu.edu/
West Virginia University is an Equal Opportunity/Affirmative Action Employer and 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 individuals, including minorities, females, individuals with disabilities and veterans.
Job Posting: Feb 27, 2020
Posting Classification: Non-Classified
Exemption Status: Exempt
Benefits Eligible: Yes
Internal Number: 201083
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.