Events Supervisor

Events Supervisor

The University of Utah Department of Biochemistry is seeking an experienced event planner / coordinator to join our department and lead the planning and execution of high-quality events that meet and exceed client expectations. This position will plan, implement and coordinate various details associated with meetings, seminars, conferences, faculty visits, social events, and other related activities. Will be involved in making arrangements for location, food, transportation, and setting schedules for visitors.

Responsibilities :

• Event planning : Oversees or coordinates all departmental events. This includes visiting faculty, seminars, and retreat planning.
• Arranges speakers travel, negotiates pricing with hotels, caterer, prints and other vendors.
• Build and maintains relationships with vendors, clients, and stakeholders.
• Post flyers and advertise the event, determines content and layout for marketing tools for events.
• Produces brochures, posters, banners, and other promotional items needed for the event.
• Arrange, receive, setup, and clean up catering. May need to set up tables and chairs as needed.
• Acts as the primary contact for questions regarding all department events.
• Develops & processes contracts, and coordinates travel.
• Coordinates and manages all aspects of events.
• Prepares reports and identifies future improvements.
• Assists department administrators in preparing annual budgets for all events for upcoming budget year. Monitors special event budgets.
• Event planning for guest speakers : Travel arrangements arranges flight, hotel, and transportation.
• Schedule coordinate faculty meetings with guest, lunch with trainees, seminar, and dinner with faculty.
• Honorarium fill out required paperwork and submit for payment.
• Reimbursement email guest for any expense receipts, and submit for payment.
• Faculty recruiting season : Manages calendar of events acquire faculty availability, acquire all Health Science event conflicts, compile a list of dates that are optimal for candidates to visit.
• Send list of potential dates to core faculty.
• Enter list of dates into the intranet's team page.
• Manage the intranet's team page for each search.
• Maintain page with list of candidate interviews.
• Manages profile page for each candidate with all visit info included.
• Advertise candidate visits electronically and in print.
• Arrange all aspects of candidate visits, including schedule, flights, hotel, and transportation.
• Gather candidate feedback post to the intranet's team page and save in secure file on server.
• Arrange second visits for selected candidates and partners.
• Fund raising activities : Partner with University Advancement on annual Giving Day campaign, providing assistance with marketing initiatives within the Department of Biochemistry.
• Support philanthropic efforts within the Department, maintaining an annual calendar of stewardship and donor engagement plans in collaboration with Department and Advancement leadership.
• Engage with department leadership, faculty and students on donor initiatives, as appropriate.
• Attend monthly Advancement meetings to support growing culture of philanthropy within the Department of Biochemistry.
• Coordinate donor recognition in departmental communications, web content, and events to highlight the philanthropic impact.

Minimum Qualifications : Requires a Bachelor's degree in a related area or equivalency (one year of education can be substituted for two years of related work experience) and 3 years of progressively more responsible events coordination experience. Demonstrated human relations and effective communication skills required. A related field may include but is not limited to : Business, Communications, Hotel / Hospitality Management, Sports Management and Public Relations. Demonstrated leadership skills in planning and supervising employees and processes. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences : Three years of experience working with and organizing events, social schedules, conferences, etc. Extremely strong organizational skills, experience using project management software, high level of customer service, strong attention to detail, ability to anticipate potential problems and plan accordingly, be able to function and problem solve under high levels of stress, high level of professionalism, creative thinking, problem solving, growth mindset, quick learning, adaptable, open to feedback and direction. Familiar with Concur travel arrangement system and University of Utah systems a plus.

Type : Benefited Staff

Special Instructions Summary : Additional Information