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Coordinator, Special Events

Apply now Job no: 496442
Department: Communications, Marketing & Events
Location: Oxford, OH
Work type: Salary Staff
Categories: Administration, Other
Status: Full Time
Temporary: No

Job Title: Coordinator, Special Events
Job Summary:

The Coordinator, Special Events provides logistical support for high profile, signature events and is also responsible for managing production of small to medium-sized events targeting specific groups of donors, alumni and faculty/staff. Additional responsibilities include providing key support functions for the event staff, including on-site event support as needed, management of event-related technology needs, including multi-media/AV equipment and managing RSVPs and other guest inquiries. Events range from presidential visits to large donor or alumni events on campus and around the country. This position will report to the Director, Event Design and Management.

Duties/Physical Demands:

• As a member of the division special events team, this position is responsible for assisting in the planning of events related to the Division of University Advancement. This role requires supporting the production of events that substantially impact the University from the standpoint of perception by alumni, friends, prospective and current donors, and current students. Position will be required to plan events in conjunction with the Associate Director, Senior Director and/or division peers as well as on his/her own.
• Under the direction of the director and associate director, collaborate with alumni relations, development, stewardship, and university advancement communications staff to support the execution of effective events that maximize alumni and donor engagement. This includes coordinating event logistics; helping to trouble-shoot and provide effective and timely solutions; project management as needed, on-site event support, and exceptional customer service.
• Under supervision, serve as liaison on event-related matters, including but not limited to: coordination of event food and beverage, audio visual needs, photography, and room blocks; adherence to division standards for appropriate décor (floral, linens, color schemes, etc.), customer service, and other quality standards to meet the expectations of the Division of University Advancement.
• Oversee technological needs of the division-sponsored activities, on campus and off, in the area of audio-visual equipment and maintain and track all University Advancement event equipment.
• Manage the RSVP process and other inquiries through the event email account and phone line.
• Handle event record processing and paperwork, including invoice and contract management as well as tasks associated with budget management.

Minimum Qualifications:

• One year of experience in customer service, special events, higher education, or related fields. Internships, volunteer work, and other experience gained during the completion of degree programs may be counted towards these requirements.
• Proficient in PowerPoint, Microsoft Word, Excel, database management and data entry.
• Excellent communication skills, both oral and written. High level organizational skills, including the ability to simultaneously manage a large variety of tasks and set priorities. A commitment to strong customer service is essential. Able to deal with the pressure of deadlines.
• Willingness to travel and work evenings/weekends required.

Desired Qualifications:

• Experience with Ellucian Banner ERP and iModules
• Detail oriented with strong office and administrative skills.
• Ability to work both independently and within a team environment

EO/AA Statement/Clery Act:
Miami University, an Equal Opportunity/Affirmative Action employer, encourages applications from minorities, women, protected veterans and individuals with disabilities. Miami University prohibits harassment, discrimination and retaliation on the basis of age (40 years or older), color, disability, gender identity or expression, genetic information, military status, national origin (ancestry), pregnancy, race, religion, sex/gender, status as a parent or foster parent, sexual orientation, or protected veteran status in its application and admission processes, educational programs and activities, facilities, programs or employment practices. Requests for reasonable accommodations for disabilities related to employment should be directed to or 513-529-3560.
As part of the University’s commitment to maintaining a healthy and safe living, learning, and working environment, we encourage you to read Miami University’s Annual Security & Fire Safety Report at:, which contains information about campus safety, crime statistics, and our drug and alcohol abuse and prevention program designed to prevent the unlawful possession, use, and distribution of drugs and alcohol on campus and at university events and activities. This report also contains information on programs and policies designed to prevent and address sexual violence, domestic violence, dating violence, and stalking. Each year, email notification of this website is made to all faculty, staff, and enrolled students. Written notification is also provided to prospective students and employees. Hard copies of the Annual Security & Fire Safety Report may be obtained from the Miami University Police Department at (513) 529-2223.
Benefits Eligible:



A criminal background check is required. All campuses are smoke- and tobacco-free campuses.

For questions regarding reasonable accommodations for disabilities, or to follow-up with a request, please contact or (513) 529-3560.

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