Assistant Director of Event Services (Event Services Specialist)
Indiana University Purdue University Indianpolis - IUPUI
Location: Bloomington, Indiana,
Internal Number: 295377
ALUMNI RELATIONS (UA-ALUM-IUBLA)
The IU Alumni Association (IUAA) brings more than 710,000 IU graduates together to support one another and Indiana University throughout their lives. The IUAA activates IU's powerful global network through live events, webinars, chartered alumni communities, scholarship programs, and seriously fun traditions. The association is a membership organization that connects alumni, students, and friends through communications, activities, programs, and services. Additionally, it develops and supports volunteer leadership, serves as a voice for alumni as the university evolves, and provides lifelong learning opportunities.
Plans a variety of recurring and ad hoc events for the university and oversees budgets, vendor contracts, transportation, catering, signage, equipment, technology, and other event components. Coordinates event activities prior to and on the day of events.
Consults with internal and external constituencies to plan event timelines and specifications and negotiate the terms of agreements and contracts.
Works closely with vendors and staff to ensure goods and services arrive timely and in acceptable condition for events.
Interfaces with media and/or marketing and communications representatives regarding calendar of events and event publicity.
Tracks and analyzes event metrics, such as attendance, participant feedback, and expenses; monitors effectiveness and return of investment; tracks suggested event improvements for future implementation in recurring events.
Ensures events adhere to university guidelines and policies and event contracts, agreements, and specifications.
May make procedural and policy recommendations to improve operational efficiency.
May provide guidance to lower-level Event Services Specialists; may delegate administrative tasks to Event Services Coordinators.
Specific department responsibilities:
The Assistant Director of Event Services oversees the planning and coordination of special events hosted by the IU Alumni Association. This will be in close collaboration with the IUAA Senior Associate Director of Alumni Events and the IUAA Programs team.
The incumbent will be an IUAA subject matter expert on events and will be aware of trends, issues, and best practices in events to best serve the IUAA. Coordinates a variety of events such as seminars, workshops, conferences, educational programs, banquets, high profile and special events.
Duties include determining location and logistics for events; Contacting, negotiating with, and securing vendors such as caterers, sound technicians, entertainers, and florists. Requesting vendor estimates, evaluating options and securing the best options; coordinating onsite execution of event set-up and related activities. Serving as liaison for guests, attendees, speakers and vendors.
Managing registration processes including development of registration forms, payments and deposits when necessary, and handling customer inquiries; Collaborating with the marketing team to develop and execute a marketing plan for events, and serving as the subject matter expert on the event; Managing records associated with the event such as invitation lists and submitting batch entries to the data team for processing; evaluating events through IUAA's Net Promoter System and creating post-event reports through after action reviews including recommending or developing plans for improvement.
The Assistant Director of Event Services will ensure the IUAA staff representative for each event is prepared and coordinate briefings for high-profile attendees such as University or IUAA leadership.
All events will meet IUAA strategic goals and create an atmosphere that facilitates alumni connections, cultivation, and stewardship for IUAA and the university.
Bachelor's degree in business, finance, public administration, or a related field.
2 years of experience in events, hospitality, or a related field.
Experience coordinating and executing virtual events and experience with event systems/software.
Combinations of related education and experience may be considered.
Proficient communication skills.
Maintains a high degree of professionalism.
Demonstrated time management and priority setting skills.
Demonstrates a high commitment to quality.
Possesses flexibility to work in a fast paced, dynamic environment.
Seeks to acquire knowledge in area of specialty.
Highly thorough and dependable.
Demonstrates a high level of accuracy, even under pressure.
Working Conditions / Demands
This role regularly requires the ability to effectively communicate. This role frequently requires the ability to handle equipment. This role frequently requires the ability to remain stationary and ascend/descend ladders/stairs. This role requires the ability to move objects weighing up to 25 pounds. The role requires the ability to detect items in close proximity as well as far away; discern between colors; detect objects in peripheral space of self; discern items in detail; and to have good depth perception. The person in this role must be able to perform the essential functions with or without an accommodation.
Due to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time.
This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.
If you wish to include a cover letter, you may include it with your resume when uploading attachments.
Beginning with the fall 2021 semester, all Indiana University students, faculty, and staff will be required to be fully vaccinated for COVID-19 as a condition of enrollment / employment.To learn more about this requirement, view ourCOVID-19 vaccine information page .
Equal Employment Opportunity
Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment without regard to age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information .
Campus Safety and Security
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About Indiana University Purdue University Indianpolis - IUPUI
Founded in 1820, Indiana University is the state’s public university system, comprised of two core campuses—IU-Bloomington and IUPUI—and six regional campuses located throughout the state. Combined, the total student population is more than 114,000 undergraduate, graduate and professional school students. IU is one of the largest employers in the state, with over 20,000 faculty and staff. Indiana University is an equal employment and affirmative action employer and a provider of ADA services. Diversity and inclusion remains a core commitment to IU’s mission to cultivate an educational environment that supports equal access, participation and representation on all of its campuses and that provides educational and career opportunities for all.