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CVM Event and Project Coordinator / Project/Event Coordinator

Back to search results Apply now Job no: 843737
Work type: Support Staff
Pay Grade: 11
Major Administrative Unit / College: College Of Veterinary Medicine
Department: Veterinary Medicine Dean 10046908
Sub Area: AP- Professionals
Salary: Salary Commensurate with Experience
Location: East Lansing
Categories: Operations Services, Veterinary/Animal Care, Administrative Professionals- AP, Full Time (90-100%), Union, Remote-Friendly

Working/Functional Title

CVM Event and Project Coordinator

Position Summary

CVM seeks an experienced, self-directed event/project coordinator.  CVM Event/Project Coordinator will be responsible for planning, managing, executing, and optimizing events the CVM hosts to accelerate engagement and deepen relationships with internal and external stakeholders. Events and projects support students, faculty, staff, and alumni. The Event/Project Coordinator responds to event requests by interpreting and following University policy and procedure.  This includes pre-event decisions and onsite logistical requirements, meal functions, room layout, and audiovisual needs; acts as a liaison between event sponsor and service provider; coordinate and chair planning committees; maintains the college-wide event calendar; develop and manage event budgets.  In addition, this person will be responsible for effective event/project program development, event marketing and communications, guest lists, event themes and overall program objectives and goals, including the proper preparation of budgets and post events processes and analysis.  The CVM events and projects are located on-and off-campus as well as virtual.

This position will plan, manage, assist in, and participate in the planning and implementation of college events.  Examples of these events and projects are listed but not limited to: receptions, seminars, conferences, and special themed events (including new student orientation, key student ceremonies and receptions, career development events, mentorship program events), faculty welcome events, alumni receptions, veterinary education day, CVM awards, and commencement.

The successful candidate will set goals, objectives, and measurable outcomes of events/projects and connect event planning and outcomes to the CVM’s strategic plan. The successful candidate will be expected to coordinate and manage pre-event logistics, including event/project venues, work orders, presentation materials, evaluations, alcohol permits, catering, vendor correspondence, etc.  Attend and provide on-site support for events manage day-of-event operations, including coordinating volunteers and ensuring that all volunteers are adequately trained. Serves as primary contact for event participants and speakers with responsibilities for developing, managing event/project promotional materials including briefing materials, flyers, invitations, coordinate all events signage, supplies, registration, deadlines, budgets, update Standard Operating Procedures (SOP) as necessary, invoices, travel, mailing lists, reimbursement and maintenance of events/projects calendar.  The successful candidate will serve as a consultant to leadership regarding events, protocol, budgeting, and University policies.

The College's vision is to be the destination for teaching, innovation, care, and service.

Six goals, backed by specific strategies, guide our organization as we move forward. Read more at https ://cvm.msu.edu/about/strategic-planning-2021-26/goals to learn about the MSU College of Veterinary Medicine’s goals, strategies and progress.

CVM Core Value of Diversity

We are committed to promoting the principles of equal opportunity and multiculturalism where all individuals are valued, respected, provided opportunity to flourish and open doors in their pursuit of excellence. We encourage and welcome our community to share ideas with us surrounding opportunities to advance  diversity, equity, and inclusion.

Unit Specific Education/Experience/Skills

Knowledge equivalent to that which would normally be acquired in a four year college degree in Public Relations, Communications, Business or Hotel, Restaurant and Institutional Management or a related business field; one to three years of related and progressively more responsible and expansive work experience in a field related to the position including planning and managing special events; work experience in institutional housing or institutional conference coordination; or an equivalent combination of education and experience. 

Desired Qualifications

There will be occasional out of state travel when necessary.

The ideal candidate will have a desire to gain experience project managing and executing strategic programs and events that deliver an exceptional value. The person who fills this role will have a strong project coordination and communications background with a result driven attitude, attention to detail, and experience working in a fast-paced environment. The successful candidate will want to work in a highly collaborative, cross-functional team. The successful candidate  must be comfortable learning and mastering different marketing tools for budgeting, reporting, email, etc. and helping with problem-solving  for the team and support event production and hosting visitors on-site where and when needed.

Preferred Qualifications

  • Project management or event management skills.
  • Ability to multi-task in a high paced environment.
  • Strong written and verbal communications skills.
  • Excellent customer service skills.
  • 3 years professional experience in event or project management
  • Outstanding communications skills – written and verbal
  • Highly organized and detail-oriented.
  • Strong team player with the ability to build relationships with key stakeholders and thrive in a highly collaborative, fast paced environment
  • Basic understanding of digital marketing concepts and programs, for example, Salesforce, and survey tools, as well as fluency with Outlook, PPT, Word programs
  • Extensive experience writing, editing, and proofreading  to prepare and produce event literature both online and in print including use of language accurately and creatively; to recognize and use correct English grammar and to spell and punctuate correctly.
  • Working knowledge of concepts, principles and practice of event planning and production of public relations.
  • Organizational and time management skills to track multiple simultaneous projects in various stages of development and meet critical deadlines.
  • Ability to work with a diverse group of people.
  • Ability to negotiate rates and terms of agreements to secure business,  to prepare financial and operational reports regarding conference and related activity.
  • Collaborative in nature and willing to work with multiple units in accomplishing event-related goals.
  • Demonstrated work orientation that includes a service focus, problem solving, teamwork and adaptability to change.
  • Self-motivated with demonstrated personal conduct, work ethic and commitment to quality and can manage administrative and logistical aspects of events.
  • Must be able to anticipate project needs, understand priorities, and meet deadlines with little supervision.
  • Knowledge of related software (Teams, Zoom, etc.)

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials

Cover letter, resume and the names and contact information for three professional references

Together-we-will Statement

The university is requiring all MSU students, faculty and staff to be vaccinated against COVID-19 with limited exceptions. Learn more at: https://msu.edu/together-we-will/

Special Instructions

Remote up to 1 day per week.

Work Hours

Monday through Friday 8am-5pm. Evenings and weekends may be required to manage the event schedules.

Description of End Date

99991231

Website

WWW.CVM.MSU.EDU

Remote Work Statement

MSU strives to provide a flexible work environment and this position has been designated as remote-friendly. Remote-friendly means some or all of the duties can be performed remotely as mutually agreed upon.

Bidding eligibility ends January 31, 2023 at 11:55 P.M.

Advertised: Eastern Standard Time
Applications close: Eastern Standard Time

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