Senior Events Coordinator

For more than 75 years, the University of Southern California has been working to ensure that people of every age and from every circumstance can live life to the fullest. Throughout the decades, Trojans near and far have advanced the profession of occupational therapy and the research discipline of occupational science. Today, the USC Chan Division of Occupational Science and Occupational Therapy proudly carries this legacy forward as we aim to improve the quality of life of people and communities across the world.

We have a shared purpose here at USC Chan. Together, our researchers, educators, clinicians, students and alumni are dedicated to optimizing the engagement of people — especially those with disability, injury, illness, unhealthy lifestyles or chronic conditions — in the ordinary and extraordinary activities of life.

USC Chan Division of Occupational Science and Occupational Therapy is looking for a Senior Events Coordinator to join the team! The Senior Events Coordinator is responsible for planning and managing large-scale events and conferences that can potentially host more than 500 attendees. Executes full range of event logistics, including identifying and managing vendors, caterers, venues, service providers, event workers, student workers, etc. Organizes and facilitates planning meetings, dinners, and programs throughout the year. Manages department/event budgets, expenses, accounts payable and payroll. Identifies and procures guests/speakers for special events, and coordinates related logistics including travel instructions, transportation, accommodations, and reimbursements. Enhances donor/sponsor relationships by applying relationship-building principles, and resolving problems as necessary. Manages department registrar, and hires, trains, and supervises student workers.

JOB ACCOUNTABILITIES:

• Leads the planning, coordination and implementation of events and conferences. Represents organizations, schools, and departments at events, and acts as their liaison with suppliers, vendors, guests, and donors. Tracks progress and ensures completion of event projects, orders, and initiatives. Coordinates logistics, and provides detailed instructions to all appropriate stakeholders prior to and during events (e.g., room setups, internet and electrical services, itineraries, conference agendas).
• Researches and selects venues, vendors, goods, and services. Organizes and facilitates planning meetings with internal/external stakeholders and event staff to establish objectives, budgets and goals. Proactively assesses and manages workloads to maximize efficiency and meet event and project deadlines. Develops marketing and promotional campaigns and strategies.
• Tracks, reconciles, and reviews event expenditures, budgets, accounts payable processes, and payroll. Coordinates and reconciles all travel (e.g., flights, ground transportation, accommodations, reimbursements). Prepares and organizes monthly financial reports and bank reconciliations for events. Ensures consistency and quality of materials communicated.
• Liaises with donors, sponsors, committees, and other internal/external stakeholders, responding to their needs, maintaining and enhancing relationships, and resolving any problems that arise. Evaluates and follows relevant procedures and policies in accordance with fundraising best practices to ensure quality control and efficiency in donor service. Creates and implements sponsor displays, per agreements and established timelines for deliverables.
• Establishes and communicates event planning and hosting standards. Contributes to an inclusive environment, building and maintaining strong cross-functional relationships and a deep understanding of organizational and university cultures. Upholds the principles of the USC Code of Ethics. Demonstrates alignment to strategic plans of the organization and university through words, actions and ideas.

What makes you stand out?

• 4 years of related work experience
• Bachelor’s degree in business, communications, hospitality, or related field. Experience in hotel or event management.
• Excellent managerial skills.
• Experience with donor/constituent- relationship management database software (e.g., FileMaker Pro, DonorPerfect, Raiser’s Edge), email marketing programs (e.g., Mailchimp, Constant Contact), and managing social media for a company or brand. Experience with office management communication software and tools (e.g., Google suite, Slack, Skype).
• Comprehensive understanding of all relevant state and local event regulations. In-depth knowledge of local community.
• Fluent in one or more languages in addition to English (e.g., Spanish, Korean).

The annual base salary range for this position is $80,000 to $85,000. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

Minimum Education: Bachelor’s degree Minimum Experience: 2 years Minimum Field of Expertise: Understanding and technical knowledge of the hospitality industry. Demonstrated written and verbal communication skills.