Special Events Coordinator IV - University of Rochester : Job Details

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**** Home***** NavBar***** Help* Sign OutJob DescriptionMore Actions***Previous JobJob TitleSpecial Events Coordinator IVNext JobApply for JobWhen you are ready to apply, registering only takes a minute. Your online account allows you to upload your resume or CV, apply for jobs and access our online career tools.For general questions about the online application process, please call Ask-URHR at (585) ###-#### or email [email protected] (Monday - Friday, 8:00 am to 5:00 pm).EOE Minorities / Females / Protected Veterans / DisabledRequests for accommodations should be directed to (585) ###-####.EEO NoticesFAQs for ApplicantsJob ID256402LocationCentral AdministrationFull/Part TimeFull-TimeRegular/TemporaryRegularAdd to My Favorite JobsEmail this JobOpeningFull Time 40 hours Range IRG 106 Office for Equity & InclusionResponsibilitiesGENERAL PURPOSE:Under the leadership of the Assistant Director of Programming, manages events and programmatic initiatives which further the mission of the Office of Equity and Inclusion and the Strategic Plan, Boundless Possibilities. Manages ad-hoc, recurring, and special event projects and programs related to EDI for the entire institution including the University of Rochester, URMC, and Affiliates.Works closely with all staff in a fast-paced, team-oriented, high-visibility environment. Coordinates all logistics of events, engagements, and programs. Manages event budgets and relationships with vendors. Ensures compliance and adherence to terms and conditions listed in contracts related to events. Manages and maintains the official records for historical record-keeping. May oversee activities of volunteers and other staff during event.This is a multi-project-oriented position, often with inflexible deadlines where strong organizational skills and the ability to multi-task is required. This is a hybrid position requiring occasional evenings and weekends.RESPONSIBILITIES:EVENT MANAGEMENTPlanning and Design (25%)* Leverages expertise in DEIJ competence areas (including systems of oppression, intersectional identities, anti-racism, sexual and gender diversity, gender equity, the history of medical racism, anti-ableism, universal design, combating implicit bias in the workplace, social identity theory, cultural humility, social justice, social determinants of health, horizontal violence, and addressing microaggressions) to design culturally responsive and evidence-based programming and events.* Develops, communicates, and implements a timeline for each event often working with internal and external subject matter experts, vendors, etc. to schedule presentations and events. Ensures timeline is communicated with all involved and is met.* Ensures time and cost-efficient processes are utilized throughout the project lifespan.Implementation (25%)* Develops and maintains a calendar of recurring and ongoing events to promote programs and events to the entire University community.* Collaborates with the OEI Learning and Design Team to design event advertisements and infographics to share with the University community.* Ensures follow-through on announcement publication and marketing strategies for each event.* Attends and oversees event happenings and acts quickly to resolve problems. Triages competing demands by analyzing, prioritizing, and responding to all items as appropriate.* Ensures projects are completed on time and meet established requirements. Follows up with stakeholders and vendors if requirements are not met.Analysis (10%)* Develops and maintains a database of recurring, ad hoc, and ongoing events and programming to support and inform future programming decisions.* Analyzes collected data to make programming and event decisions that create the biggest impact for attendees and stakeholders in areas that align with the Universitys Strategic Plan and OEIs goals.HOLIDAY/OBSERVANCE MANAGEMENT* Oversees the holiday/observance database and ensures the accuracy of religious holiday and observance information This includes but is not limited to keeping an inventory of:* Holidays and days of observance the University recognizes* Programming/event(s) planned for each day* Cost and feedback associated with each event* Collaborates with subject matter experts University wide including students, employees, and stakeholder groups to compile, inform stories and information for monthly digital displays for heritage groups, religious holidays, and observances.* Uses content to curate monthly presentations which are shared through digital displays and physical showcases.RELATIONSHIP MANAGEMENT* Manages relationships with various vendors and venues.* Networks and connects with internal and external faculty, staff, students, thought leaders, and subject matter experts to develop new relationships and partnerships for programming and event planning.* In collaboration with the Program Manager, helps to gather and analyze event and programming data, to measure and evaluate event success.FINANCE MANAGEMENT* Monitors and adheres to pre-determined budgets and expenses related to events and programming.* Responsible for event vendor selection for invoices up to $5,000. Researches and selects vendors considering the best combination of quality and cost. Makes vendor recommendations to the Assistant Director of Programming for expenses over $5,000.* Makes recommendations to the Assistant Director of Programming regarding future budgets for events and programming. Uses historical data to inform decision-making.Other duties as assigned* Serves on internal and external committees as neededQUALIFICATIONS:* Bachelors Degree required* 2 years of relevant experience required;* Experience in higher education preferred.* Or equivalent combination of education and experience required.* Ability to maintain confidentiality, operate with a high level of discretion, judgment, and diplomacy required.* Excellent interpersonal skills required.* Ability to interact with a diverse audience, key stakeholders, community, students, and administrators required.* Excellent communication, presentation, and organizational skills required.* Strong project management skills preferred.* Ability to lead volunteers and staff who do not have a direct reporting line required.The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the Universitys mission to Learn, Discover, Heal, Create and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.How To ApplyAll applicants must apply online.EOE Minorities/Females/Protected Veterans/DisabledPay RangePay Range: $21.36 - $29.90 HourlyThe referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the jobs compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.