Job Description
ASU New College of Interdisciplinary Arts and Sciences is looking for an energetic, talented, motivated Community Events Coordinator Sr., to organize outstanding and unforgettable events primarily geared toward engaging the external surrounding community of Greater Phoenix and beyond. In this role you will join a fast paced, highly collaborative team, that creates and markets events to bring community members and interested parties on campus to engage with New College. As a member of the Dean’s Office, this position will work primarily on external community engagement, and work directly with staff, faculty, students, and external stakeholders to plan, coordinate, organize, staff and supervise events sponsored by New College. This position will involve creativity and perform tasks such as creating event plans, selecting locations, implementing events, and conducting follow up evaluations. A successful candidate will have strong attention to detail, be well organized, have excellent communication skills, be resourceful, a problem solver, and work well within a team setting. They will also have the ability to work both independently and as part of a team, while balancing multiple priorities and meeting deadlines. They will be required to also maintain a flexible work schedule in order to coordinate and attend evening and weekend events. This role is eligible for up to 2 days per week of hybrid work after onboarding and demonstrating performance.
Working Environment
- Some activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding, and manipulating a computer mouse
- Required to stand for varying lengths of time and walk moderate distances to perform work
- Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds
- Regular activities require ability to quickly change priorities which may include and/or are subject to resolution of conflicts
- Ability to clearly communicate to perform essential functions
- Regular use of standard office equipment including, but not limited to: computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, telephone and associated computer/technology peripherals
- Receive regular review of assignments for adherence to established goals and objectives
- This position may provide work direction of activities to others for completion of project related tasks
Background Check Statement
ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.
Minimum Qualifications
Bachelor’s degree in Business Administration or related field AND three years of facility and/or service administration and coordination experience; OR, seven years of progressively responsible experience in facility and/or service administration and coordination; OR, any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.
Department Statement
This position is located at ASU’s West campus in northwest Phoenix and is part of the New College of Interdisciplinary Arts and Sciences (New College). ASU’s New College offers programs that emphasize experiential learning that spans academic disciplines, enhances appreciation of all forms of creative activity, and empowers student achievement in the humanities, the arts and the sciences. It is the largest college at ASU’s West campus.
Desired Qualifications
- Experience with ASU campus and events
- Evidence of effective communication skills and providing a high level of customer service in a fast-paced environment to multiple audiences
- Experience in planning events in higher education or non-profit sectors
- Experience in time management, organization, prioritization or and attention to detail
- Experience in working effectively on tight deadlines
- Experience in establishing and maintaining effective working relationships
- Experience in managing the planning and execution of multiple events/projects that may overlap
- Experience in quickly assessing appropriate response to unforeseen events and making adjustments
- Experience using registration and inventory management software
- Experience using Wrike project management platform or other project management software
- Experience in using Google Workspace and Aventri
- Experience in planning and executing both small and large scale formal events
- Demonstrated working knowledge of IT/AV systems (hybrid events, speaker systems, projectors, laptops, etc.)
- Demonstrated experience in tact and diplomatic skills in interacting with a variety of stakeholders and working as a liaison and/or supervisor
ASU Statement
Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation’s fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.
ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco
Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.
Notice of Availability of the ASU Annual Security and Fire Safety Report
In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU PD at 480-965-3456.
Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.
Essential Duties
- Coordinate, plan, and implement New College events that highlight our academic offerings and research to the community (i.e. Lectures, Symposiums, Camps, Fall and Spring Convocations).
- Coordinate, plan, and implement academic, community, experiential learning, fundraising, and revenue generating events and activities for both educational and fundraising purposes.
- Coordinate all aspects of entertaining (obtaining equipment, rentals, and physical plant assistance).
- Perform tasks related to event coordination including the scheduling of facility and campus services, the coordination of internal and external event-related vendors and staff relative to the event.
- Attend events and ensure assigned aspect of events are implemented according to plans.
- Monitor caterers on day of event to ensure proper set up.
- Monitor clean up and/or tear down.
- Work with caterers for food, beverages, service personnel, decor and clean up.
- Arrange for appropriate parking and ancillary transportation as needed.
- Coordinate security needs including personnel, for staff, guests, building, and property.
- Coordinate event logistics such as maintaining event RSVP lists, tracking attendance, preparing name tags or place cards, and preparing seating charts.
- Assist in set-up and tear-down of displays and promotional materials.
- Assist in the development and execution of event work plans.
- Establish time frames to ensure handling of all details.
- Execute rental and vendor agreements.
- Develop invitation lists to ensure appropriateness and avoid duplication.
- Create invitation copy and supplemental enclosures.
- Design programs for each event.
- Develop, recommend, and implement change to program goals and objectives.
- Coordinate the preparation of administrative and financial reports.
- Maintain up-to-date mailing lists of college and community organizations.
- May assist in review and approval of final billings for payment and assist with post-event reconciliation with the Business Operations staff.
- Maintain files of all pertinent information.
- Assist in maintaining records on event activities, progress, or status.
- Assist in data entry in event management software to adhere to ASU policies and procedures.
- Maintain event calendars, updating as necessary.
- Promptly respond to inquiries and information requests, and resolve concerns with a high level of service; and refer to appropriate department when unable to respond.
- Act as liaison to other departments, organizations, or student groups planning and coordinating events in collaboration with New College.
- Provide assistance and information to faculty, staff, students, outside organizations, and other key stakeholders.
- May provide supervision of student support staff, to ensure continuity of effort and attainment of goals.
- May supervise additional staff or event volunteers.
- May act as handler for Sparky.
- Other duties as assigned.
Fingerprint Check Statement
This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.
Instructions to Apply
Application deadline is 3:00PM Arizona time on the date indicated.
Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.
Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position. A cover letter is also required.
ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.
Only electronic applications are accepted for this position.
IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.