Communications and Marketing Special Events

Responsible for independently designing, planning, implementing, and managing event projects from conception to clean up while ensuring cultural and university customs and protocols are observed. May supervise the work of others; however, this is a secondary function of the role. Competencies for this role are usually gained through formal education, specialized training, and experience in a specialty area related to the position responsibilities.

Typical Functions

Typical functions listed below are examples of work performed by positions in this role and are not intended to be all-inclusive. Some duties may overlap levels; however, the preponderance of the work will be assessed when assigning positions to specific levels.

Project Management

• Develops and maintains metrics on the effectiveness of events.
• Develops procedures and protocols for events and use of space.
• Aligns events strategically to unit/organizational mission.
• Develops, maintains, and oversees budgets for events.
• Cultivates and manages relationships with clients and vendors and acts as primary liaison between staff, faculty, visitors, community representatives, and university leadership.
• Researches industry trends and sets the creative tone for events.
• Serves as a liaison between staff, faculty, visitors, and community representatives.

Supervision

• Provides work direction or supervision to staff and students.
• Coordinates event staff.
• Manages on-site guests and participants.

Logistical

• Writes and edits scripts, talking points, and stage directions.
• Works with campus partners on safety and security goals and plans for events.
• Plans the design, appearance, presentation, and details of events.
• Plans and coordinates production details and timelines.
• Manages deadlines, tracks progress, and ensures event stays on track.
• Negotiates with venues and vendors.
• Oversees and manages logistical details of events such as invitations, catering orders, hotel rooms, transportation, audio and visual equipment, guest registration, speakers, security, parking, and clean-up.
• Ensures the event takes place smoothly.
• Identifies future and potential events.
• Plans and executes events independently.

Knowledge, Skills, Abilities (KSAs)

Listed below are the minimum requirements for this role. KSAs will become more advanced as the level increases and will vary depending on the requirements of the position.

• Knowledge of planning and organizing events.
• Knowledge of hospitality and social etiquette.
• Knowledge of university-style and communication standards.
• Problem-solving skills.
• Organizational skills.
• Interpersonal skills.
• Skills in industry standard software.
• Communication skills (verbal, written, and visual).
• Ability to be flexible and creative while meeting strict deadlines.
• Ability to delegate responsibilities.
• Ability to manage client expectations and build relationships.
• Ability to multitask.

Level Descriptions

Effective Date: January 4, 2021