Event Logistics Coordinator, Law School
Vanderbilt University
Località del lavoro
Nashville, TN
Stato di occupazione
Mezza giornata
Dettagli del lavoro
The Event Logistics Coordinator is part of the Finance & Operations Administration in the Law School at Vanderbilt University and is a key individual contributor responsible for organizing and executing on-campus and off-campus events for the school. The Event Logistics Coordinator is a critical partner to constituents across Law, including but not limited to student recruiting and admissions career services, office of the dean, student life, academic programs and those leading annual programs. This in-person position reports directly to the Operations Manager and is expected to work on campus. This position is not eligible for hybrid or remote work.
The Event Logistics Coordinator is responsible for on-campus events and off-campus events that take place locally. They are responsible for oversight of all operational activities before, during and after events. This includes prioritization of time and resources as a resolution to potentially competing events. The Event Logistics Coordinator conducts administrative duties and has primary responsibility for coordinating event setup, on-site support and break down after an event. In addition, the Event Logistics Coordinator negotiates preferred vendor contracts, initiates applicable payments, creates and manages external and internal event invoices, tracks expenses against budgets, facilitates feedback sessions with clients, and submits expense reports for approval of charges.
Vanderbilt Law School's national reputation has its basis in our rigorous academic program, which is developed and delivered by our faculty of top legal scholars. The Finance & Operations Administration team in the Law School is responsible for the management of all operations, finance, accounting, grants administration, human resources, and other business services. This team works to ensure compliance across the Law School relative to university policies and procedures as well as federal and state laws, or sponsor guidelines.
Key Functions and Expected Performance:
• Responsible for oversight of publicizing and implementing events, celebrations, conferences, meetings.
• Work closely with internal and external event planning committees and client groups to set overall strategy, define event goals, outline objectives, discuss opportunities for innovation, and document specific implementation plans.
• Work in partnership with law school departments on major events.
• Leverages knowledge of industry best practices and knowledge gained through interactions with individual client groups in order to develop a comprehensive event strategy including event standardization (i.e., menu dietary options, vendor coordination).
• Defines and measures key success metrics for events and communicates the results as part of an overall post-event analysis.
• Present post-event analysis, including a budget recap during client feedback sessions, and then incorporates feedback into future plans.
• Negotiates agreements and solidifies contracts with outside providers and contractors to ensure lowest cost and highest quality of service.
• Uses software systems to create event request forms, to create post-event feedback surveys, and to design event orders and diagrams.
• Liaison with Student Life to review Event Management System (EMS) room and space reservation system for the school to provide operational oversight of events and communicating prioritization of time and resources as a resolution to competing events to use for event setups and related requests.
• Coordinates community postings and advertisements by creating and providing graphics using Canva.
• Manage digital monitors and signage in the building, including content creation and timely updates that promote upcoming building events and community highlights working closely with relevant law departments and Law Communications & Marketing.
• Ensures compliance with legal, health and safety, and university-specific standards.
• Serves as subject matter expert within the Law Community and communicates and coordinates with other departments to maximize effectiveness of the Law facility and event goals.
• Arrange for, coordinate, or provide set-up for internal and external clients sponsoring or hosting events, lectures, receptions, special programs, etc., scheduled in the Law School facility.
• Assist with set-up and breakdown of events.
• Manage invoicing for law school space reservations to charge internal and external customers as appropriate.
• Assist with building signage and keys.
• Supervise student workers, manage time schedules, and provide oversight of time reporting.
Supervisory Relationships:
This position may supervise part-time student workers. This position reports administratively and functionally to the Operations Manager.
Qualifications:
• Minimum 3 years of event management experience is required; hospitality, restaurant or customer service experience is a plus.
• Bachelor’s degree in hospitality management, event management, business management, public relations, or related field from an accredited institution with working knowledge of marketing, operations and/or budget management is required.
• Event Planning or management certification is a plus.
• Ability to stand for prolonged periods and ability to withstand physical exertion in lifting and moving moderately heavy objects up to 40 pounds is required.
• Ability to work some evenings and weekends is required.
• Excellent attention to detail is required.
• Excellent written and oral communication skills are required.
• Intermediate Microsoft Word and Microsoft Excel skills are required.
• Excellent project management skills are required.
• Experience using event management software (EMS) is preferred.
Commitment to Equity, Diversity, and Inclusion
At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.
Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
Commitment to Equity, Diversity, and Inclusion At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education. Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities, and protected veterans are encouraged to apply
