General Information
| Job Description | EVENTS SPEC 2 | Working Title | Event Planner Specialist |
|---|---|---|---|
| Job Code | 006291 | Grade | 19 |
| Department Name | SOM - Student Affairs - D02001 | Department Head | |
| Supervisor | Effective Date | 05/21/2019 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| Professional who applies acquired job skills, policies, and procedures to complete substantive assignments / projects / tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action. |
Custom Scope
| Assists in planning, organizing, and implementing events and functions, which may include symposiums, conferences, program events, banquets, and VIP briefings. May independently manage small, non-complex events. |
Department Custom Scope
| Under the supervision of the Senior Associate Dean of Student Affairs and the Director of Student Affairs, this position is responsible for performing advanced assignments involving a wide range of student services for the School of Medicine. The primary areas of responsibility include: student program development and the planning and organizing of events. Additionally, the position will be responsible for scheduling non-academic programming within the SOM Ed building and Orbach library. This position will also be responsible for representing the School of Medicine at outreach and retention activities including student orientations, events and related programs. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelors' degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Plans, organizes and implements small events or portions of larger events such as symposiums, conferences, program events, banquets, and VIP briefings.
|
30 |
Manages small events.
|
10 |
| Scouts potential locations and/or vendors for future events. | 5 |
| Participates in planning, organizing and staffing larger or more complex events, including being assigned responsibility for a specific event segment such as parking/transportation, catering, et cetera. | 15 |
| Under the direction of the Director of Student Affairs, coordinates program logistics and purchases, evaluates program cost-effectiveness, maintains program/event budgets, and periodically reviews and assesses program/events financial needs. Provides overall Student Affairs Office budget support by reviewing ledgers and department monthly reconciliation. Performs regular department support as a requestor for purchases within the Student Affairs Office. | 10 |
| Develops marketing communications for programs/events through print, online and social media venues targeting students as well as relevant staff and faculty. | 10 |
| In conjunction with Director of Student Affairs, plans and conducts orientations for new medical students. Provides information to students and faculty regarding organization policies and procedures on student conduct. Serves as a staff advisor to Student Interest Groups and attends Student Affairs selected events. Applies professional Student Services concepts in providing a variety of student services to medical students. | 10 |
| Manages and maintains the complex calendaring/coordination for all scheduled and adhoc events. Responsible for all non-academic scheduling for SOM Education building and Orbach library. Maintains and communicates scheduling policies for students and staff. | 5 |
| Performs regular needs assessments regarding SOM student programming and makes recommendations to supervisor regarding new program development. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Working knowledge of concepts, principles and practices of event planning and production and public relations. | Required |
| Working knowledge of the campus, its programs, policies, mission, goals, objectives, achievements and infrastructure. | Required |
| Working organizational skills, including skill in effectively coordinating and organizing multiple details. Excellent organizational abilities appropriate to effective calendar management and student and/or volunteer scheduling. | Required |
| Good interpersonal communication skills and political acumen, including skill in effectively representing the campus, medical center or other university organization to its publics. | Required |
| Good judgment and effective decision-making and problem resolution skills, including skill to recognize and deal effectively and appropriately with real and potential problem areas, including skill to determine the issues/problems that need to be brought to the attention of higher level staff and/or management. | Required |
| Ability to work in diverse groups, including but not limited to students, staff, faculty, general public, production personnel, technical operators and performing artists. | Required |
| Ability to work professionally under pressure and under tight deadlines; ensuring excellent customer service support. | Required |
| Knowledge of applicable federal and state regulations related to the responsibilities of the position including Federal Education Rights and Privacy Act (FERPA). | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Ability to work occassional evenings and/or weekends for special events and programs. | Required |
Other Special Requirements & Conditions
|
Level of Supervision Received
| Supervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
|
Mental Requirements
|
Environmental Requirements
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Critical Position
| Is Critical Position: No |