Career Center

Working/Functional Title

CYI Project Event Coordinator

Position Summary

Michigan State University Extension is committed to fostering a welcoming and inclusive organization, which requires all staff to contribute towards a vision for success. Diversity, equity, and inclusion are central to our work, regardless of title or position within the organization. This means that all staff at MSU Extension are dedicated to the following:

• We work together to ensure that programming is delivered to diverse audiences, produces equitable impacts for all participants, and demonstrates partnership and inclusion for all groups.
• We embrace that it is everyone’s job to create a culture that promotes diversity, equity, inclusion and belonging.
• We ensure that every team member is prepared with the skills and resources to contribute to our welcoming and inclusive culture.
• We foster inclusion by recognizing and valuing diverse perspectives, skills, experiences, and work to create equal access to programming for communities.
• We commit to continuous learning for diversity, equity, and cultural competency, in order to achieve inclusive excellence.
• We understand that diversity, equity, and inclusion are essential elements to our work and are vital to the organizational culture and programmatic success of MSU Extension.
• We embrace a culture of understanding, coaching and feedback towards achieving a vision of success for the entire organization and its staff.
• Together we will achieve success and we commit to these goals in our work, continued education, and ongoing efforts.  

POSITION SUMMARY

Plans, coordinates, oversees, and executes assigned projects and/or large-scale special events for a unit of moderate size, budget, staff, and/or complexity.

As part of MSU Extension (MSUE) and a member of the Children and Youth Institute (CYI) team, the Project/Event Coordinator will support employees within MSU Extension’s Children and Youth Institute with their programming projects and events coordination related needs. This position will plan, coordinate, oversee, execute, and support multiple programs varying in size throughout the year with particular attention given to CYI’s largest event, the 4-H Exploration Days that is held over multiple days on the campus of Michigan State University each summer. Some overnight travel, as well as early mornings and late-night hours is required.

While other projects and events will be assigned to you, this position has a focus on ensuring that the logistics for 4-H Exploration Days are managed with the event successfully being offered annually. In addition to 4-H Exploration Days responsibilities, you will work with staff to develop, plan, coordinate, and manage assigned projects and events. Your work will include assistance with developing project and event budgets, monitoring, analyzing, and reconciling related records, and preparing expenses for processing. You will provide support to coordinate publicity, including the development of flyers, invitations, email blasts, social media posts, calendar postings, etc., manage and update event-related web pages, populate and maintain online registration sites, and manage onsite registration. Additionally, you will help with the collection of registration fees, coordinate details with vendors and caterers, arrange transportation, speakers, vendors, etc., and assist with loading, unloading, transporting and setting-up for events. This may include hauling, moving and setting-up tables, chairs, booths, and other event related items. Acting as a liaison between vendors and users, you will obtain requested materials and monitor contracts and agreements to ensure all provisions are met satisfactorily.

You will work with various registration and event management systems such as 4-H Online and ANR Events Management to review and activate events. You will provide additional support through drafting and editing event materials and publications, reviewing event meal orders, and provide on-site event management as needed. Tasks related to on-site management may include things like registration check-in, taking registration payments, providing support for loading, and unloading bus tour participants, providing technology support for virtual aspects of events, and managing staff and volunteers. When applicable, you will prepare and post events to be listed on online calendars and websites. You may be asked to assist with event budget development, monitoring, and post-event reporting including conducting event analysis on budget. Using this information and participant feedback, you will provide recommendations to improve future plans and ensure long-term event sustainability.

Working as a part of the Children and Youth Institute team, you will also contribute to the overall effectiveness of the team by supporting team members as needed with event planning support. This may include assistance with venue selection, participant registration, on-site event support, following up with participants or speakers for additional information related to travel or reimbursements, etc. You will have access to MSU/MSUE established event resources, including other event planners. Your understanding of general knowledge related to a variety of events targeted toward youth and adult populations will be helpful in this role. Your ability to manage multiple projects and events simultaneously in a fast-paced environment will be critical to your success.

Although negotiable, it is expected this position will be based on the campus of Michigan State University in East Lansing, Michigan. Location for this position is negotiable and could be housed in a county office.

This position may be eligible to utilize a flexible work environment, however, there is an expectation to work from a MSU Extension office. The needs, responsibilities, and opportunities of an individual’s position and office location drive the ability and amount of work-location flexibility.

This position is a full-time, end-dated appointment renewable annually based upon continued funding.

Characteristic Duties/Responsibilities

• Develops, plans, coordinates, and manages assigned projects/events.
• Maintains records of assigned projects, functions, and events.
• Assists with project/event budget development and monitors, analyzes, and reconciles related records.
• Conducts research on assigned projects/events and for the development of new projects.
• Recruits, hires, schedules, trains, and supervises student, on-call, and temporary employees, and volunteers for projects/events and related activities in order to ensure high quality service.
• Monitors contracts and agreements in order to ensure that all provisions are met.
• Coordinates, evaluates, and prepares reports on project/event activities.
• Oversees the preparation of project/event related publications.
• Maintains health and safety standards in order to ensure compliance with University, State, and Federal rules and regulations.
• Maintains inventory levels and orders supplies, as necessary.
• Acts as liaison between vendors and users in order to obtain requested project/event materials.

Minimum Requirements

• Knowledge equivalent to that which normally would be acquired by completing a four-year college degree program in Public Relations, Communications, Business, or in an area related to the work being performed, such as hospitality  management, recreation, and event management.
• One to three years of related and progressively more responsible or expansive work experience in a field related to the position, including planning, and managing special events.
• Or an equivalent combination of education and experience.
• Experience in database, spreadsheet, word processing, desktop publishing.
• Position may require software specific to the operational activities of the employing unit.
• This position may require special licensing or certification (determined and paid for by employer).
• This position requires or will require prior to the completion of the probationary period knowledge of basic personal computer terminology and operations, and the ability to use e-mail and the Internet.
• Other skills and/or physical abilities required to perform duties of the position.

Desired Qualifications

• Self-starter who can effectively work both independently and in a team environment with the ability to serve in both leadership and contributor roles.
• Demonstrated experience leading projects/events from small to large.
• Experience developing and managing budgets, including records maintenance for projects/events.
• Experience managing event-related web pages, including updating of social media sites, creation of flyers, invitations, email blasts.
• Experience negotiating contracts and arranging details with vendors, including hotels, caterers, transportation companies, etc.
• Experience developing and supporting virtual and hybrid events and meetings.
• Demonstrated experience working with clients to learn about projects and work to develop the agenda/content/sessions in a way that enhances the experience and better serves the programmatic goals.
• Effective oral and written communication skills.
• Demonstrated ability for accuracy and thoroughness.
• Proficiency in use of technology (e.g., Qualtrics, Zoom, Microsoft Teams, Word, Excel, PowerPoint, Outlook for mail/calendaring, spreadsheets, scheduling, virtual learning platforms, graphic design and layout, internet browsers/web research, etc.), and ability to learn new skills.
• Proven ability in establishing and working with a diverse network of constituents and community members across race, color, gender, national origin, gender identity, religion, age, height, weight, disability, political beliefs, sexual orientation, marital status, family status, veteran status, socioeconomic class, and other differences.
• Understanding of and ability to implement Civil Rights principles and compliance standards.

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials

Current resume/CV.

Cover letter.

Four (4) professional references including two (2) current or previous supervisors.

Work Hours

Generally 40 hours Monday through Friday, with some nights and weekends needed.

Description of End Date

This is an off-dated position funded for one year from date of hire, with possible extension contingent upon funding renewal.

Website

https://youtu.be/KjG34cLt9a8

Summary of Physical Demands

Mildly disagreeable working conditions. Position may involve work in laboratories, greenhouses, or the outdoors. The job requires moderate physical exertion including prolonged standing, walking, hand/eye coordination, and occasional lifting of 26-75 pounds.

This position requires driving as a regular part of the position, carrying educational materials, equipment, etc. and occasional lifting up to 50 lbs.

Bidding eligibility ends August 27, 2024 at 11:55 P.M.

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About Michigan State University

Spartans work every day to advance the common good in uncommon ways.Together, we tackle some of the world?s toughest problems to find solutions that make life better?from alternative energy to better food safety to breakthrough medical and environmental applications achieved through rare isotope research.We teach. We explore and we discover. We collaborate and lead. We innovate, inspire, and empower. We achieve our potential and create circumstances that help our students and others achieve theirs.We're good at it, and we've been at it for more than 150 years.The nation?s pioneer land-grant university, MSU began as a bold experiment that democratized higher education and helped bring science and innovation into everyday life. The revolutionary concept became a model for the nation.Today, MSU is one of the top research universities in the world?on one of the biggest, greenest campuses in the nation. Home to nationally ranked and recognized academic, residential college, and service-learning programs, we?re a diverse community of dedicated students and scholars, athletes and artists, scientists and leaders.In ways both practical and profound, we work to create a stronger, more sustainable, and more hopeful future for all.

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