Human Resources

SPECIAL EVENTS COORDINATOR

Apply now Job no: 493403
Appointment Type: Staff Full-time
Department: Facilities Services
Categories: Staff

Work Days: Monday - Friday. Some evenings and weekends based on the business need. 
Shift Start/End Time: 7:30AM - 4:30PM
Hours Per Week: 40
Weeks Per Year: 52

Special Events Coordinator 

Pay Status and Classification: Non-exempt, Regular full-time

Supervisor: Director of Special Events and Conferences

Position Purpose: Partners with the Director of Special Events and Conferences to coordinate significant institutional events, assuming a key role in planning, executing and enhancing various special events and programs for the College and broader community. Provides comprehensive one-stop shop event services for external clients and internal stakeholders including site selection, catering, transportation, and presentation logistics. Supports summer staffing and manages scheduling. Coordinates room assignments, oversees room setups, monitors events. Maintains databases and files, and participates in contract negotiation.

Essential Responsibilities and Duties:

  1. Event Planning: Provides inclusive and professional event planning services. Ensures seamless execution of events from start to finish. Responsible for all aspects of planning meetings and special events. Creates and negotiates contracts and agreements. Oversees Certificates of Insurance to ensure all events comply with College’s risk management policy; addresses issues/questions. Meets with stakeholder groups to understand goals for each event and to ensure event success. 
  2. Marketing and Business Development: Maintains a database of clients and nurtures existing clients to drive repeat business and cultivates new clients to increase revenue and reach budget goals. Markets College to external organizations for year-round conference accommodations.  Develops bid proposals/estimates and follows up on all proposals. Prioritizes developing a thorough understanding of client needs, perceptions, and preferences to deliver enhanced and effective services. Researches conference trends and strategies through networking with colleges, meeting facilities, and social media.
  3. Collaboration and Customer Service: Establishes, cultivates, and maintains effective working relationships with internal and external constituencies. Partners with colleagues across the institution and members of the community to facilitate and coordinate high quality support for events and programs. Collaborates with Central Scheduling on scheduling conflicts and resource management.
  4. Administration: Assists Director with program plans, monthly and quarterly reports, budgeting and forecasting. Prepares accounts payable/accounts receivable chargebacks and invoicing. Maintains accurate and updated conference files. Assists with selection, training and supervision of summer staff and work study students. Manages campus room assignments via scheduling software. Participates in regional professional development seminars and conferences. Provides backup for Central Scheduling and Event Development Coordinator.
  5. Supervision: Provides daily work direction and supervisory oversight to Lead Events Facilities Specialist for event set up direction and manage workload relating to other Facilities work. Coordinates with various Facilities trades to provide support for campus events. Assists with supervision of summer staff.

Qualifications:

  1. Bachelor’s degree in hospitality management, business management or related field, with three to five years of event planning experience, or a combination of relevant education, training, certifications, and/or work experience.
  2. Ability to work a flexible schedule when needed, including evenings and weekends. 
  3. Demonstrated ability to provide exceptional customer service by effectively addressing client needs, ensuring a positive experience throughout the event planning process, and cultivating strong client relationships to exceed expectations. 
  4. Strong organizational, verbal, and written communication skills for effective event coordination..
  5. Adaptable and efficient in meeting tight deadlines within a fast-paced environment.
  6. Highly creative with the ability to work independently and bring innovative ideas to enhance events.
  7. Proficiency in business software applications (e.g. 25Live) or demonstrated ability to learn new systems and software. 
  8. Ability to leverage social media platforms to enhance event promotion, engagement and outreach..
  9. Familiarity with sound, lighting, and video systems for seamless multimedia execution. 
  10. Able to proactively identify and pursue relevant learning and professional development opportunities and apply new knowledge, insights, and skills to enhance results.
  11. Able to foster and enhance a thriving, culturally diverse, and inclusive learning community, while promoting a sense of belonging among students, alumni, faculty, and staff colleagues.
  12. Ability to lift up to 30 lbs., walk for extended periods and to prioritize safety.  

We are committed to recruiting diverse and excellent faculty and staff colleagues, and we recognize that successful candidates may come from a range of backgrounds. We know some job candidates may believe they need to meet every qualification listed in the position description, in particular the preferred qualifications. We encourage you to apply, even if you do not meet every one of the listed preferred qualifications. 

Note: All new hires of Union College are subject to a thorough education, work experience, and criminal history background check.

Compensation

The rate for this position is $26.00-28.00 per hour. Except for roles with a set rate of pay, the wage/salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The stated hiring rate/range represents the College’s good faith and reasonable estimate of the rate/range of possible compensation at the time of posting.

We offer exceptional benefits including:

  • Generous Vacation, Sick and Personal Time
  • Winter and Summer Recess Break in Addition to Paid Holidays
  • Healthcare, Dental, and Vision Insurance (Flexible Spending and Dependent Care Accounts)
  • Free On-Campus Fitness Facility Access and Discounts for On-Campus Wellness Programs
  • Employee Scholarships toward Certifications, Seminars, Training and Professional Development
  • Pre and Post Tax participation in a 403(b) Retirement Plan
  • Salary Continuation Program in the event of Disability
  • Tuition Assistance Program for Employee, Spouse and/or Dependents

Accommodations

If you require an accommodation throughout the interview process, please don't hesitate to contact our Human Resources department at hr@union.edu or 518-388-6108. We are committed to ensuring that all candidates have equal access to opportunities and can participate in a fair and inclusive hiring process.

Diversity at Union College

Union College is an equal-opportunity employer and is strongly committed to student and workforce diversity. Increasing diversity on campus is a critical priority for Union, one that is integral to our mission of preparing students for a globally interconnected world. Union provides a blend of intellectual, social, and cultural opportunities to facilitate the integrated academic, social, and personal development of a diverse community. We value and are committed to a host of diverse populations and cultures including, but not limited to, those based on race, religion, disability, ethnicity, sexual orientation, gender, gender identity, national origin, and veteran status. Union College is committed to providing access and will provide reasonable accommodation in its application process to individuals with disabilities who request such accommodations.

Non-Discrimination Policy

Union College will not discriminate in the recruitment or selection of faculty and employees, or in any other area of employment, on the basis of age, sex, race, national origin, religion, religious belief, disability, sexual orientation, gender identity or expression, and veteran status. In this regard, opportunities for advancement will be made available without bias. The College is also subject to state and federal laws and supports efforts to attract and retain fully qualified women and other minority group members for faculty and other positions. Union College will comply with the letter and intent of all State and Federal laws and applicable orders pursuant to Equal Employment Opportunity and Affirmative Action.

Union College

Officially chartered in 1795, Union College is the fifth-oldest liberal arts college in the country. Located in the Capital District of New York State, Union is a highly selective residential and undergraduate college, home to 2,200 students and 220 faculty, and offering 44 majors. Union was the first liberal arts college to rethink the traditional liberal arts education and adopt an engineering curriculum. That pioneering approach continues today with an education that encourages students to work beyond the limits of disciplinary boundaries, allowing them to think globally and lead innovatively in a world where problem-solving requires breadth across humanities, arts, social sciences, science, and engineering.



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