Events Planner

The College of Humanities (COH) seeks a highly motivated and detail-oriented individual on the Marketing and Alumni Relations team in the role of Events Planner (Conference and Events Planner II).

Events are an integrated marketing strategy for COH, and the Events Planner will work with a dynamic team of individuals responsible for designing, scheduling, and coordinating events such as the annual Tucson Humanities Festival, college convocation ceremonies, homecoming celebrations, and other large-scale outreach, recruitment, and engagement experiences in the college.

The Events Planner will work closely with the College Dean, Marketing and Alumni Relations team, the Development Team, and departments in COH to schedule and coordinate various student, faculty, alumni, and community-related events. In addition, this position will support college-wide events in coordination with academic departments and centers across the college.

This position will report directly to the Alumni & Donor Relations Manager.

This position requires walking on campus and physical ability to assist with set-up and breakdown and working during events that may occur during evening and/or weekend hours.

Visa sponsorship is not available for this position.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

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• Oversee all aspects of annual, scheduled events and other special events from conception through follow-up.
• Coordinate with internal and external constituents to plan, organize, schedule, and execute event details related to location scouting and booking, registration, catering, entertainment, technology, equipment, staffing, and other relevant activities, following all University of Arizona and COH policies and procedures related to contracts, alcohol permits, etc.
• Maintain calendars and communication to ensure all aspects of events are scheduled sufficiently in advance and all participants are aware of tasks and timelines. This includes coordinating with other staff responsible for various events in the college to ensure collaboration and increased communication across departments and units.
• Provide logistical support for all special events, including assisting with set-up and breakdown as needed.
• Operate A/V technology equipment effectively to support events.
• Provide essential services to students, faculty, staff and administrators, while also representing the college with the highest level of professionalism.
• Deliver exceptional customer service and logistical support for all special events.
• Display initiative and creative problem-solving to ensure events are handled professionally and efficiently.
• Cross-train with Marketing and Alumni Relations staff to provide backup for critical tasks.
• Coordinate volunteers for larger events such as Commencement and work closely with the Director of Recruitment to oversee student ambassadors at events.
• Maintain contact with personnel from the various outside organizations and university departments associated with scheduled events.

Knowledge, Skills, and Abilities

• Ability to maintain calendars.
• Ability to communicate professionally with internal and external stakeholders to ensure all aspects of events are scheduled sufficiently in advance, and all participants are aware of tasks and timelines.
• Ability
  to maintain strict confidentiality for VIP events.
• Ability to operate A/V technology.
• Ability to take initiative.
• Creative problem-solving to ensure events are handled professionally and efficiently.
• Ability to coordinate volunteers for large events.
• Ability to work with a cross-functional team.

Physical Requirements and Environmental Demands

• Lifting: Employees are frequently required to lift, move, carry, and transport materials and equipment associated with event setup and breakdown.
• Outdoor Environment: Employees occasionally work outdoors and may not be protected from weather conditions (i.e. student recruitment event on campus mall.)

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of three (3) years of relevant work experience, or equivalent combination of education and work experience.
• Must have a valid driver's license and ability to drive according to the University Fleet Safety Policy.