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Coordinator III - Event Coordinator

Sam Houston State University

Last Updated: 5/15/23

Job Description

Department: Development

Full time

Open until filled: Yes

Requisition: 202300173S

Educational and Experience Requirement:

Bachelor’s Degree in public relations, marketing, advertising, business, or related field. Three years relevant direct experience in event coordination, marketing, sponsorship fundraising or related field. Experience in Higher Education is desirable. Additional experience may be considered in lieu of education.

Nature & Purpose of Position:

Plans and executes complex events for the Division of University Advancement. Performs advanced work administering daily operations of events. Collaborates with key university partners, leadership, and external constituents.

Primary Responsibilities:

Manages the planning, coordination, and project management of all arrangements necessary to execute events for University Advancement. Partners with other event coordination staff within the Division to ensure compliance and event standards are met. Attends events as host/hostess and assists with event set-up and take-down, to include tables and chairs. Maintains event budgets and financial records for accounts used in relation to events. Complies with budgetary guidelines and restrictions related to events, including tracking expenses, revenue, and sponsorships. Plans, implements, coordinates, and monitors event production timelines, coordination, and oversight of related event meetings, event marketing, design, vendor management, registration, giveaways, event coordination, volunteer management, briefing management, hosting, and event execution. Manages catering needs for events using an online system. Assures all linen orders, menus, and guest counts are correct. Processes RSVP lines for all events, including taking messages, answering questions, and inserting attendance responses in Raiser’s Edge. Partners with the Integrated Marketing Communication team in constructing print materials and invitations. Coordinates the proofing process for printed materials related to event. Maintains and organizes event décor, gifts, and awards inventory. Communicates with university support teams on event calendars. Partners with department administrative support in the reconciliation of final invoices with internal and external constituents. Employs effective day-to-day operation systems to ensure all deadlines are met in a timely and organized manner. Creates and maintains positive working relationships with university partners, vendors, donors, and external constituents. Conducts constant research and identifies new industry trends and standards. Recommends, develops, and implements new methods to enhance the quality of University Advancement events. Performs other related duties as assigned.

Other Specifications:

Requires take-charge professionalism, excellent interpersonal skills with careful focus and attention dedicated to managing relationships with key donors and alumni. Must be able to anticipate project needs, demonstrated organizational ability, and a focus on details and quality control. Ability to organize work effectively and prioritize objectives with a high level of independent judgment and initiative. Ability to integrate resources, policies, and information for the determination of procedures, solutions, and other outcomes. Skilled in directing multiple tasks, setting priorities, and organizing operations. Should be a self-starter and be able to function independently. Ability to establish and maintain effective working relationships with administration, faculty, staff, and the public. Must exercise discretion and utilize strong reasoning and problem-solving skills. Maintains confidentiality of all information and communications within the university. Strong written and oral communication skills. Requires knowledge and proficiency of Microsoft Office Suite. A working knowledge of Sam Houston State University is preferred.

Up to 20% of this position, over the fiscal year during off-peak periods, may be performed remotely as determined by the supervisor.

Sam Houston State University is an Equal Employment Opportunity/Affirmative Action Employer and Smoke/Drug-Free Workplace. All qualified applicants will receive consideration for employment without regard to race, creed, ancestry, marital status, citizenship, color, religion, sex, national origin, age, veteran status, disability status, sexual orientation, pregnancy, or gender identity or expression. Sam Houston State University is an “at will” employer. Employees with a contract will have additional terms and conditions. Security sensitive positions at SHSU require background checks in accordance with Education Code § 51.215.

Physical Address:

Human Resources Department

1831 University Ave, John W. Thomason Bldg. Suite 202

P.O. Box 2356

Huntsville, TX 77341-2356

SHSU Employment Office: [Register to View]


Employment Portal:

Company Details

Huntsville, Texas, United States
A Great Name in Texas Education! Named for Texas’s greatest hero, Sam Houston State University (SHSU) continually honors its historical roots through academic excellence. For more than 140 years, SHSU has been preparing students for meaningful lives of achievement. Its motto, “The measure of a Life is its Service,” resonates among its approximately 21,612 students, eight college...