Event Specialist, Office of Special Events
Job Description
Position Number:
129437Title:
Program Administrative SpecialistFunctional Title:
Event Specialist, Office of Special EventsCategory Status:
20-Nonexempt,RegularApplicant Search Category:
StaffUniversity Authorized FTE:
1.00Unit:
VPUR-Alumni and Donor RelationsHiring Range Minimum:
49619Hiring Range Maximum:
59543Benefits Summary
Top Benefits and Perks:Campus/College Information:
Founded in 1856, University of Maryland, College Park is the flagship institution in the University System of Maryland. Our 1,250-acre College Park campus is just minutes away from Washington, D.C., and the nexus of the nation’s legislative, executive, and judicial centers of power. This unique proximity to business and technology leaders, federal departments and agencies, and a myriad of research entities, embassies, think tanks, cultural centers, and non-profit organizations is simply unparalleled. Synergistic opportunities for our faculty and students abound and are virtually limitless in the nation’s capital and surrounding areas. The University is committed to attracting and retaining outstanding and diverse faculty and staff that will enhance our stature of preeminence in our three missions of teaching, scholarship, and full engagement in our community, the state of Maryland, and in the world.
Background Checks
Offers of employment are contingent on completion of a background check. Information reported by the background check will not automatically disqualify you from employment.
Position Summary/Purpose of Position:
The Program Administrative Specialist for the Office of Special Events plays an integral role in the planning and execution of high level events. This individual will independently manage event designated elements including: crafting and submitting Request for Proposal (RFP) to vendors, collecting, reviewing and negotiating contracts, arranging site visits, vendor correspondence, and menu/décor research and selection. The individual will be onsite for designated events and corresponds with alumni donors, campus partners, and vendors.
In addition, the Program Administrative Specialist duties will include determining event objectives, managing event budgets, vendor selection and negotiation, programming, marketing collateral, on-site management, event follow up, and evaluation. The position works collaboratively with high-level staff and donors to develop plans and takes responsibility for results of events and ensures each event is tailored toward the overall goals of the department. The incumbent will also manage event registrations using event management software and event follow up.
This individual will be involved in communication within the department, across campus, and with external constituents. This will include the role of liaison and resource for alumni, donors, campus partners, and vendors; via meetings, calls, voicemails, and emails. The Program Administrative Specialist will support scheduling, general correspondence, and maintaining overall office operations.
The Specialist must have the availability to work evenings and weekends throughout the year. Local and campus travel 5% of the time. This position may be physically demanding at times; must be able to lift 40 lbs.
Interested applicants should complete entire application for consideration.
Interested applicants should complete entire application for consideration.
Minimum Qualifications:
Education:
Bachelor’s Degree.
Bachelor’s Degree.
Experience:
Four years experience in administrative staff work.
Four years experience in administrative staff work.
Required Knowledge, Skills, and Abilities:
- Working knowledge of reference and research methods and techniques used in collecting, compiling, and organizing data and information, working knowledge of analytical and statistical principles and techniques.
- Skill in the use of office automation software and its applications, ability to establish and maintain effective working relationships, to handle sensitive materials with discretion and tact, to present ideas and information clearly and concisely, both orally and in writing; to perform mathematical computations; to present statistical material in chart and graph form.
- Ability to independently handle multiple tasks and set priorities.
Other:
Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.
Preferences:
Preferences:
- 3 years of full-time event experience.
- Excellent interpersonal and organizational skills and the ability to work effectively with a wide range of constituencies in a diverse community are necessary.
- Exceptional attention to detail and superior customer service skills.
- Experience in meeting tight deadlines, juggling multiple responsibilities, and initiating and maintaining professional relationships.
- Ability to maintain confidentiality.
- Strong organizational skills.
- Able to work independently and in a team environment.
- Proficient in Microsoft Office.
- Familiarity with Advance or similar database skills.
- Familiarity with event management or registration software.
- Experience in nonprofit/higher education environment.
Job Risks
Not Applicable to This PositionPhysical Demands
Must be able to stand and walk for long periods of time during events. Must be able to lift up to 25 pounds at times. Must be able to work a variety of hours in order to accommodate events.
Position may require the individual to travel 5% of the time.
Position may require the individual to travel 5% of the time.
Posting Date:
05/07/2024Closing Date:
05/21/2024Open Until Filled
NoDiversity Statement:
The University of Maryland, College Park, an equal opportunity/affirmative action employer, complies with all applicable federal and state laws and regulations regarding nondiscrimination and affirmative action; all qualified applicants will receive consideration for employment. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, religion, sex, national origin, physical or mental disability, protected veteran status, age, gender identity or expression, sexual orientation, creed, marital status, political affiliation, personal appearance, or on the basis of rights secured by the First Amendment, in all aspects of employment, educational programs and activities, and admissions.
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