Event Planner, Operations

Company Description

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Augsburg University has maintained a strong academic reputation defined by excellence in the liberal arts and professional studies since 1869.

A safe and welcoming campus in the heart of Minneapolis, Augsburg offers undergraduate and graduate degrees to nearly 3,200 diverse students.

Augsburg's mission is to educate students to be informed citizens, thoughtful stewards, critical thinkers, and responsible leaders.

The Augsburg experience is supported by an engaged community that is committed to intentional diversity in its life and work.

An Augsburg education is defined by excellence in the liberal arts and professional studies, guided by the faith and values of the Lutheran church, and shaped by its urban and global settings.

Augsburg invites individuals who share our mission and commitment to intentional diversity, equity, inclusion and belonging to join our community.

In particular, Augsburg invites BIPOC, LGBTQIA+, individuals with disabilities, women, veterans and those from underrepresented or marginalized backgrounds to apply.

Job Description

The Events Planner, Operations is responsible for the management and direction of event production, administration of technical resources, and leadership of event support and technical services personnel for facilities at Augsburg University.

Provides leadership and guidance to student organizations, conference and reservation staff, as well as other internal planners and staff to coordinate event management and technical support.

Works closely with IT on diagnosis and maintenance of all audio-visual equipment in meeting and conference rooms and maintains an accurate inventory of all campus event equipment.

PRIMARY RESPONSIBILITIES :

• Lead and manage assigned events and ensure that Augsburg University events are tied to the mission and have a consistent feel that reinforces the university's brand.
• Provide quality customer service and form positive working relationships.
• Provide leadership and guidance related to all technical support aspects of events.
• Provide supervision, leadership, and training to student support staff.

Coordination of Technical Resources

• Oversee & manage the reservation, delivery, set-up, operation, and maintenance of departmental performance and audio-visual systems, meeting / conference multimedia, and other technical equipment.
• Coordinate maintenance, installation, policy development, and repair of the facilities, performance systems, audio-visual equipment, sound equipment, and support area.
• Serve as administrator for University Events website, departmental forms, and software programs including, but not limited to, Ad Astra, Social Tables, and University Tickets.
• Serve as primary point-person for contracted Technical Services Coordinator.
• Serve as departmental liaison to IT for all audio-visual and multimedia-related needs.

Inventory, Maintenance, Purchasing, and Budget Development

• Develop and monitor equipment inventory and maintenance systems and programs.
• Responsible for short and long-term budgeting, researching, recommending, and purchasing equipment to meet the technology needs of the campus and event customers.
• Develop and manage technical operations service budget, including the development of yearly equipment and labor rates.
• Oversee the work of contractors during the installation of technical equipment, as necessary.

Event Support Staff and Student Worker Supervision

• Hire, train and provide direct supervision to a team of 12-16 student workers to assist in the support and service of events, meetings, and summer conference operations.
• Manage budget lines related to student compensation.

Event Planning and Management

• Independently plan and manage assigned medium to large events / portions of events; partner with departments to determine event goals and objectives and final event logistics.
• Provide onsite leadership to live events by making real-time, unsupervised decisions, directing staff and volunteers, evaluating risks, and course-correcting when necessary to ensure the event remains successful, on-budget, and mission-centered.
• Make decisions related to event logistics in partnership with on and off-campus partners including catering, public safety, facilities / custodial, IT, rental vendors, musicians, and staff.
• Collaborate with Marketing and Communications to maintain master web calendar content of campus events and activities and create brand-appropriate event collateral where appropriate.
• All other duties as apparent or assigned by supervisor(s).

Qualifications

Minimum Qualifications

• Bachelor's degree in communications, journalism, marketing, or related field.
• Minimum of three (3) years experience working in communication and social media OR years of experience equivalent to education and experience requirements.
• High level of proficiency and demonstrated track record of working with popular social media platforms (including Instagram, Facebook, and Twitter) and content management systems to advance organizational goals.
• Outstanding written communication skills, excellent interpersonal skills, and strong organizational skills.
• Ability to prioritize in a fast-paced environment with superb attention to detail.

Preferred Qualifications

• Ability to successfully adhere to brand and style guidelines.
• Ability to successfully work as part of a team as well as independently with little supervision.
• Ability to work effectively and collaboratively in a diverse work environment.
• Ability to reason / analyze, maintain confidentiality, and demonstrate patience.
• Ability to show initiative, organize workflow, manage multiple projects at one time and handle frequent interruptions.
• Excellent computer skills; ability and willingness to investigate and master new software and technologies.

Work Environment and Physical Demands

• Typical work environment is an office, working at a desk for long periods of time.
• Regular computer use.
• Occasional evening / weekend hours to attend / cover events on campus, attend meetings, conduct interviews, monitor social media, or make critical updates.

Additional Information

All applicants must attach the following for consideration :

• Resume (required)
• Cover Letter (required)

Benefits at Augsburg

Augsburg University offers a competitive and comprehensive total rewards program including :

• Medical, dental and vision coverage
• A generous 403(b) matching program with employer contributions of up to 8% upon eligibility
• Up to 100% tuition remission for employees, spouses and dependents, and participation in the Tuition Exchange program with colleges and universities throughout the US
• Generous paid time-off, including 14 paid holidays, 12 sick days, 2 community service days, and vacation of up to 22 days per year immediately upon hire
• Employer-paid STD, LTD and life insurance
• Enhanced Employee Assistance Program (EAP) for all employees

Augsburg's Statement regarding COVID-19 Vaccinations

For the safety of our students, employees and the community in which we live and work, Augsburg requires all employees to be vaccinated against COVID-19.

For individuals who are unable to be vaccinated due to religious or medical reasons, Augsburg offers exemptions and accommodations.

Equal Opportunity and Affirmative Action Statement

Augsburg is an equal opportunity employer and does not discriminate on the basis of gender, sexual orientation, marital status, gender identity, race, age, disability, religion, national origin, color, or any other protected class.

Augsburg University is committed to providing equal employment opportunity to all applicants and employees regardless of their race, color, creed, religion, gender, age, national origin, familial status, disability, veteran status, sexual orientation, gender identity, gender expression, marital status or public assistance status, or any other characteristic protected by federal, state, or local law.

If you need a reasonable accommodation to complete our application process, please contact our Human Resources Department at phone number : 612-330-1058 or email : [email protected].

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