Job Description

Location : 1200 N Dupont Highway, Dover

Job Type: Professional

Job Number: 2024-00146

Division: Student Affairs

Opening Date: 07/15/2024

General Description of the Position


Delaware State University is seeking a creative, dynamic, and organized individual to serve as the Campus Events Coordinator- External. Under the direct supervision of the Assistant Vice President of Student Engagement, this position contributes to the overall operation of the Campus Events office.

The Campus Events Coordinator- External Events will be responsible for organizing and maintaining a University-wide calendar including all event and meeting spaces for multiple campuses through the Hornet Scheduling Software. The coordinator must oversee revenue generation by successfully marketing event spaces for conferences, summer camps, meetings and multi-day events. The Coordinator will also be responsible for maintaining constant communication with university employees by hosting upcoming event planning sessions and post-event debriefs to identify areas of success and improvement.

The successful candidate must be able to develop positive relationships with faculty, staff, students, media, alumni, parents, and sponsors while interacting successfully with department personnel and the University Community. This position will manage events ranging in size from 8 to well over 3000 attendees.

Essential Functions & Required Knowledge, Skills and Abilities

1. Deliver high-quality customer service and efficient scheduling of events while maintaining the master calendar and room reservations for campus buildings and spaces.
2. Help facilitate weekly events meeting with university departments including food service, facilities, housekeeping, public safety, Athletics, Alumni Affairs and Student Experience.
3. Prepare detailed event outlines, setup instructions, workorders, diagrams, and any additional request to operating departments based on client specifications with consideration of facility capabilities, policies, contracts and other circumstances.
4. Supervises the setup and teardown of events across campuses.
5. Works with external vendors and contract development for events.
6. Manage operational budget, maintaining financial spreadsheets to monitor revenue, expenses, billing, and payments.
7. Communicate and coordinate data and billings with appropriate offices.
8. Work with marketing department to create event service materials for distribution, with an emphasis on supporting and promoting the DSU brand.
9. Departmental pre- and post-event briefings.
10. Prepare, update and finalize cost estimates of event related charges.
11. Acts on behalf of the facility and management to enforce policies and procedures and exercises independent judgment in all activities involving clients, event patrons and the general public.
12. This position requires evening and weekend work on campus or other locations.
13. Ability to juggle multiple projects and their respective details simultaneously.
14. Summer Conference Planning: Independently plan and manage assigned summer conferences and camps including coordination of residence hall stays, event logistics, contracting, payments and end of summer reports.
15. Coordinate with on-campus partners such as Public Safety, campus food service, facilities, custodial and residence life as needed.
16. Performs other job-related duties as assigned.

REQUIRED SKILLS, KNOWLEDGE AND ABILITIES:

1. Creative, assertive and self-motivated.
2. Ability to prioritize in a fast-paced environment with superb attention to detail.
3. Ability to lead/teach.
4. Ability to work in a team environment, work independently or with little supervision
5. Ability to reason/analyze.
6. Ability to maintain confidentiality; demonstrate patience, understanding.
7. Ability to show initiative and growth.
8. Ability to handle frequent interruptions.

Qualification Standards

• Bachelor's degree in events, business, communication, liberal arts or a related field.
• 1-3 years of related experience required.

PREFERRED QUALIFICATIONS:

• Experience working in higher ed, campus events department or hospitality/hotel setting.
• Knowledge of AV equipment preferred.
• 3+ years of event planning experience.
• Proficiency in event management software and Microsoft Office Suite (Outlook, Teams, Word, Excel, Visual One, Resource management systems)
• Exhibits excellent written and oral communications, interpersonal skills, and planning.

EEO Statement

Delaware State University is an equal opportunity employer committed to fostering a diverse and inclusive academic global community. The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information, or any other characteristic protected by state or federal law. The University is committed to achieving a diverse faculty and staff and encourages members of underrepresented groups to apply.

Equal opportunity employer/program'' and "auxiliary aids and services are available upon request to individuals with disabilities''.


We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.

To learn more details, visit the and the Delaware State University

Job Tags

Holiday work, Full time, Contract work, Summer work, Flexible hours, Weekend work, Afternoon shift,

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