Staff Careers

The Events Coordinator plays a crucial role in planning and managing events, utilizing thoughtful oversight to ensure success from start to finish. The successful candidate will logistically plan, creatively develop and collaboratively work with university colleagues and external stakeholders to implement presidential, development and other events while acting as the event liaison to campus partners. Duties include, but are not limited to, planning, orchestrating and marketing high level events and meetings that further the mission of the university, while working within a given budget. The Events Coordinator will report to the Special Events Manager, under the supervision of the Director of Alumni Relations and Special Events and work closely with the Alumni Relations Coordinator. The Events Coordinator will also work in tandem with the Office of Marketing and Communications to develop digital and printed communications and other collateral that will amplify the goals/intended outcomes of each assigned event. The incumbent must be highly organized and detail oriented to manage event timelines and marketing coordination with the design team. We are seeking a motivated team player who is committed to enhancing a collaborative environment while ensuring outstanding client relations and customer service. Other duties may be assigned to benefit, promote, and advance the Office of Alumni Relations and Special Events and the University.

Duties/Responsibilities
● Builds engagement and outreach opportunities for the university by collaborating with internal and external partners to ensure that intended outcomes align with university strategic goals.
● Coordinates the planning, implementation and production of all Special Events-managed events and select Alumni Relations-managed events, including vendor relationships, event logistics and relationships with event hosts.
● Acts as an event liaison for complex critical and/or large scale events, assisting NASA, American Astronautical Society, Department of Defense and other personnel.
● Independently manages check presentations, Presidential Executive Cabinet Coffees, Adventures in Engineering, Lancer Pinning, and Top Scholars and specific events hosted by external partners including but not limited to Chamber Breakfasts and recruitment events.
● Coordinates the Lancers student leadership group to assist with appropriate events. This includes researching and developing relationships with uniform vendors in effort to continually improve the appearance of the Lancers and uphold the standards of UAH.
● Interfaces with donors, dignitaries, alumni, UAH administration, President’s office staff, systems office staff, and Board of Trustees members and staff, navigating social protocol and etiquette with sensitivity.
● Manages and executes quarterly campus event manager meetings to ensure that all UAH events uphold the standards of UAH and the expectations of UAH administration.
● Collaborates with the Director of Alumni Relations and Special Events and the Special Events Manager to formulate an annual event plan.
● Creates seating charts and drafts room set-ups, integrating knowledge of proven industry practices, host preferences, and resource limitations.
● Gathers, analyzes, and presents data through formal and informal methods to enable individual and departmental reflection and improvement. Issues event surveys to participants. Builds & runs reports.
● Corresponds with event hosts, partners, dignitaries, and participants, including sending thank you notes.
● Researches and selects event elements, such as tablecloths, chairs, tables, tents, floral arrangements, and any additional elements according to event timelines, both independently and collaboratively.
● Independently maintains Lowe House event inventory.
● Manages schedule of policy updates and ensures that all SE policies are posted in the appropriate location on the UAH policy site.
● Works with the Office of the President to ensure that all events and pertinent information pertaining to events are provided to the President and spouse.
● Works closely with the Office of Development to share donor preferences and information, maximizing interdepartmental synergy to meet strategic Advancement goals while maintaining confidentiality.
● Constantly seeks to improve event programs, assets and take-aways by seeking out best practices for appealing to event participants.
● Manages student workers(s) including hiring, providing appropriate work/projects to be completed, and timesheet approval. This includes directing student workers to assist with event set-up, coverage, and tear-down.
● Conducts walkthroughs with internal and external event hosts and stakeholders for identified event spaces.
● Addresses unexpected problems that may arise during events, independently when needed.
● Manages budgets and accurate records for Special Events in compliance with UAH Purchasing Services and Accounting policies and procedures. Responsibilities include making and reconciling p-card purchases, creating Foundation and UAH vouchers, submitting reimbursements, purchase requisitions and budget transfers. Reconciles multiple UAH, Foundation accounts, provide monthly reports as well as proactively create new departmental budget tracking systems as needed.
● Ensures that events held in the University’s primary conference/event spaces (SSB 112 and 114) meet policy requirements, in collaboration with the Special Events Manager and Alumni Relations and Special Events Director. Books and maintains log of reservations in these areas.
● Coordinates event details including departmental work orders (UAH police, Parking, custodial, and facilities requests) and catering requests through Catertrax. Creates name tags/place cards/etc, manages special dietary requests. Documents guest accommodations/preferences while working to ensure that expenditures remain within budget.
● Provides staff support to event hosts and related committees/workgroups. Responsibilities may include keeping documentation, preparing meeting notices/minutes, handling correspondence and meeting with host/primary contact and/or attending event committee meetings and staff meetings.
● Performs special event administrative duties in a timely and efficient manner, including but not limited to, recording and tracking donor contracts and payments, reviewing and submitting even- related invoices for payment, sending out invitations both physically and digitally.
● Compiles and maintains a list of events managed by Special Events for reporting/assessment purposes. Updates CRM database records including actions, event participation, address changes, and preferences while maintaining confidentiality.
● Gathers, documents, and organizes responses to invitations for multiple events, often simultaneously, utilizing email, telephone, or applications such as Eventbrite and Emma. Makes follow-up phone calls to invitees who have not responded.
● Schedules and prompts departmental staff for monthly duties including departmental calendar, meeting agendas, purchase card receipts, timesheets and annual event elements.
● Arranges in-person and virtual meetings via efficient, accurate and thoughtful correspondence.
● Maintains updated and accurate office and departmental phone trees and committee rosters.
● Creates an organized filing system, electronic and physical.
● Receives calls, answers questions, and provides assistance for the Special Events phone line. Receives and distributes incoming and outgoing mail daily.
● Works with Alumni Relations Coordinator to maintain and order office supplies and equipment as needed in accordance with all state laws and UAH Procurement policies and procedures.
● Carries out additional assignments required to fulfill the mission of UAH.
● Collaborates with the Office of Marketing and Communications and the Special Event Manager to develop materials related to events including external communications, printed event materials (including but not limited to signage, programs, nametags, nameplates, name cards, RSVP trackers, etc.) and event scripts.
●Oversees Lancer social media and maintains guidelines for appropriate content, frequency of posts and effective messaging to enhance the image of UAH. Maintains a content calendar to ensure messaging that encourages and promotes recruitment, retention and sustained relations with UAH.

● Bachelor’s degree or equivalent experience.
● Minimum of 2-3 years of professional events, marketing, or budget management experience.
● Proficient with Microsoft Office Suite and Google Suite.
● Understanding of basic etiquette protocols.
● Emotionally intelligent and easily interacts with people.
● Demonstrated excellent written and verbal skills.
● Exceptional attention to detail and flawless copy editing and proofreading skills.
● Must be willing to travel and work occasional evenings and weekends to support university and partnership events.
● Must submit a cover letter to be considered for this position.

● Higher education experience.
● Experience with using and running reports with a fundraising database/CRM system, such as CRM Advance.
● Experience with Eventbrite, Astra, Emma, and Canva.
● Demonstrated ability to relate well and work effectively with multiple constituencies and audiences.
● Basic understanding of development practices.
● CPR/First Aid Certification

$39,000 - $44,000