Senior Events Coordinator

Posted: 13-Jan-24

Location: Los Angeles, California

Salary: Open

Categories:

Staff/Administrative

Internal Number: REQ20144246

The USC Annenberg School for Communication and Journalisms Office of Communication and Marketing seeks to hire an enthusiastic Senior Events Coordinator to join its high-performing team. As a critical member of the communication and marketing team, the Senior Events Coordinator will oversee USC Annenbergs event planning, operations and logistics. Reporting to the Associate Dean, Communication and Marketing, the Senior Events Coordinator will have several key responsibilities in this position.

Responsibilities

• Champion the school and universitys vision, culture and values.
• Lead the planning, coordination and implementation of in-person and remote meetings and events for faculty, school centers and school operations including commencement, move in day, new student welcome, all hands-meetings, and employee appreciation events.
• Ensure smooth running, effective events, including successfully recognizing and resolving potential and real problems in a timely manner using tact, sensitivity, discretion and political acumen.
• Research and select venues, vendors, goods, and services. Organize and facilitate planning meetings with internal/external stakeholders and staff colleagues to establish objectives, budgets and goals. Proactively assess and manage workloads to maximize efficiency and meet event and project deadlines.
• Ensure vendor quality assurance, negotiate costs and recommend appropriate vendors to stakeholders based on event goals and objectives.
• Track, reconcile, and review event expenditures, budgets, accounts payable processes and payroll. Prepare and organize monthly financial reports and bank reconciliations for events. Ensure consistency and quality of materials communicated.
• Consult with stakeholders on various event planning details including conception, design, coordination, and post-event evaluation. Design event plans with inclusion, accessibility, and safety in mind. Advise on strategies for successful event engagement with varying stakeholders across different cultures and social groups.
• Liaise with internal/external stakeholders, responding to their needs, maintaining and enhancing relationships, and resolving any problems that arise.
• Establish and communicate event planning and hosting standards. Contribute to an inclusive environment, building and maintaining strong cross-functional relationships and a deep understanding of organizational and university cultures.
• Hire, train, and provide work direction to student workers, and volunteers for event involvement and setup.
• Acts as day-of events manager and meets vendors on site for event set up, services, and break down.
• Perform other related duties as assigned or requested.

Required Competencies

• Effective communications: Engages clearly and empathetically in interactions with others in all forms of communication, including verbal and written, one-on-one and group, etc.
• Interpersonal awareness: Builds and maintains positive relationships and contributes actively as a member of working teams to achieve results.
• Professional credibility: Takes responsibility for meeting goals, objectives and obligations, as well as solving problems while representing the mission, vision and values of the school.
• Critical thinking: Obtains, analyzes and evaluates information effectively in the face of ambiguity.
• Diplomacy: ability to cultivate and maintain meaningful relationships.
• Diversity and inclusiveness: Respects, values and contributes to USC Annenbergs commitment to diversity, equity, inclusion and access. Approaches inclusion as a lifelong learner, committed to examining personal beliefs and biases and continuously developing as a member of a team devoted to equity.

Qualifications

• Preferred experience:.2-5 years of experience planning, managing and facilitating events, preferably in academia or non-profit.
• Bachelors degree in business, communications, hospitality, or related field.
• Experience with office management communication software and tools (e.g., Google suite, Slack, Microsoft Teams).
• Comprehensive understanding of all relevant state and local event regulations.
• This position is designated as a Campus Security Authority (CSA) under the Clery Act and must comply with the requirements of said designation.

Applications should be submitted viausccarreers.usc.edu and should include the following:

• Resume or CV and a cover letter, (Our system will allow you to add additional documentation by clicking the upload button in the same section where you attach your resume.)

• If you are a current USC employee, please visit the Career Worklet on theWorkday Homepage and select Find Jobs to view USC Jobs.

Additional Information:

• This is a full-time non-exempt hybrid position that reports 4 days in office and 1 day remote. Keep in mind this modality is subject to change to full-time onsite given departmental needs. The hours of operation are normal business hours and some flexibility may apply at the managers discretion.
• The monthly salary range for this position is $75,00078,000. 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 candidates 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.
• Job openings are posted for a minimum of (5) five business days. This job may be removed from posting boards and filled any time after the minimum posting period has ended, so please apply on the same business day if interested.
• USC has excellent benefits, including health benefits for staff and their family with access to the renowned university medical network; eligibility for retirement plans; tuition benefits for staff and their family; central Los Angeles location with easy access to commuter trains, transit subsidy program, buses and free tram pick up services; discounts to sporting and other campus events.

About USC Annenberg

The Annenberg School for Communication and Journalism at the University of Southern California is an international leader in education and scholarship in the fields of communication, journalism, public diplomacy and public relations. With an enrollment of more than 2,200 students, USC Annenberg offers graduate and undergraduate degree programs that prepare the most promising minds to inquire, innovate and lead at the global crossroads of media, technology and culture.

About USC

The University of Southern California is one of the worlds leading private research universities. An anchor institution in Los Angeles, a global center for arts, technology and international trade, USC enrolls more international students than any other U.S. university and offers extensive opportunities for internships and study abroad. With a strong tradition of integrating liberal and professional education, USC fosters a vibrant culture of public service and encourages students to cross academic as well as geographic boundaries in their pursuit of knowledge.

USC is an equal opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) 821-8100, or by email at[email protected] . Inquiries will be treated as confidential to the extent permitted by law.

USC will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of theLos Angeles Fair Chance Initiative for Hiring ordinance.

Minimum Education:Bachelor’s degreeMinimum Experience:2 yearsPreferred Experience:4 yearsMinimum Field of Expertise:Experience with special events planning, fundraising management, or alumni and volunteer relations management. Experience in project management. Proven scheduling abilities.Ability to effectively manage and develop complex event and program budgets. Excellent written and oral communications skills.Preferred Field of Expertise:Bachelors 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 managingsocial 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).

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About University of Southern California (USC)
USC is the leading private research university in Los Angeles—a global center for arts, technology and international business. With more than 47,500 students, we are located primarily in Los Angeles but also in various US and global satellite locations.
As the largest private employer in Los Angeles, responsible for $8 billion annually in economic activity in the region, we offer the opportunity to work in a dynamic and diverse environment, in careers that span a broad spectrum of talents and skills across a variety of academic and professional schools and administrative units. As a USC employee and member of the Trojan Family—the faculty, staff, students, and alumni who make USC a great place to work—you will enjoy excellent benefits, including a variety of well-being programs designed to help individuals achieve work-life balance.
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