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Sr. Events Planner, Commencement & Special Projects
Company: University of Miami
Location: Miami, Florida, FL
Employment Type: Full Time
Date Posted: 05/24/2022
Expire Date: 07/24/2022
Job Categories: Healthcare, Other
Job Description
Sr. Events Planner, Commencement & Special Projects
The Sr. Events Planner is responsible for assisting with the planning and execution of the University commencement ceremonies and other assigned divisional projects/events in support of the University of Miamiís Office of Commencement & Special Projects within the Division of Student Affairs. Events include, but are not limited to Orientation, Senior Send Off, The State of the U, What Matters to U, Presidential Inaugurations, student memorials, dedications, fundraisers, receptions, and other events assigned by the Senior Vice President of Student Affairs and Executive Director of Events. Position reports directly to the Executive Director of Commencement and Special Projects and works closely with various departments across the University of Miami to ensure well-coordinated logistics, provide event coordination and administrative support for assigned events. Position will also update the budget, work with vendors and ensuring they are all paid in a timely manner; as sist with the design and mailing for event marketing materials, maintain email distribution lists for electronic newsletters, manage the email account, on-site troubleshooting at events, as well as other general office duties as needed. This position must be able to work under minimal supervision in a fast-paced, events-focused environment, making recommendations and independent judgments on details pertaining to the successful implementation of the commencement ceremonies and various programs and special events for the Division of Student Affairs. The position will help with logistical planning in addition to administrative duties, which requires attention to detail, capacity to multi-task, and ability routinely take initiative and prioritize deadlines. Position requires non-routine work and support of over 25 special events a year. Work will require evening and weekend hours, with advance notice.


< span style="text-decoration: underline;">Event Planning, Production, and Management
Assists in planning and execution for all commencement ceremonies at the University of Miami held semiannually at the close of the Fall and Spring semesters.
Assists with special projects as needed including Orientation, Homecoming and Alumni Weekend, Senior Send Off, State of the U, memorial services, speakers, programming, etc.
Works with the Executive Director of Commencement & Special Projects to develop clear strategies and objectives.
Creates the timeline and checklist of related responsibilities from inception to successful completion in consultation with the Executive Director of Commencement & Special Projects.
Reserve meeting spaces and prepare materials for all commencement related committees throughout the year.
Develop relationships with each school and college liaison and various business vendors as the main point of contact on behalf of the Office of Commencement & Special Projects
Coordinate regalia distribution, sets ordering deadlines, and manages stole sales with regalia distributor.
Works closely with the office of University Communications throughout the year to ensure all publications are completed according to set timelines.
Collects content and assists Executive Director in proofreading large amounts of data for accuracy, flow, and grammar.
Maintains and uploads data into various programs that are used for Commencement which require advanced Excel for data manipulation (Cvent, MarchingOrder, Qualtrics, TicketMaster, Regalia Manager, etc.).
Maintain archives of all commencement materials such as publications, programs, scripts, and DVDs in collaboration with University Archives.
Maintain departmental website by updating content each semester with relevant information that includes commencement dates and student deadlines.
Manage and monitor departmental social media initiatives via Twitter, Facebook, and Instagram.
Assist in the design digital marketing pieces to promote events.
Prepares binders for production briefing and maintains production schedule
Provides support for event set-up and break down including transporting materials to and from warehouse and site location.
Attends and serves as the on-site lead and contact person for all key individuals/vendors involved - Radios, golf carts, shuttles, closed caption, regalia distribution.
Works with a variety of on-campus and external venues/facilities (i.e. Watsco Center and Hard Rock Stadium)
Coordinates signage, special needs requests, printing, parking, valet, and event security as needed.
Requires evening and weekend hours during Commencement week in December and May.
Responsible for monitoring and tracking associated revenue and expenses for the Office of Commencement.
Completes month-end reconciliation of accounts.
Responsible for processing of purchase orders, expense reimbursements and ensures vendors are paid in a timely manner.
Office Management
Provide a high level of customer service to University of Miami students and families/guests regarding commencement inquiries via phone, e-mail, and in-person meetings.
Communicate with University of Miami faculty, senior administrators, and staff providing commencement details and responding to inquiries regarding their participation in the ceremonies.
Prepare reports based on sales and survey response and organize ceremony data.
Utilize University-specific online systems for completion of administrative tasks including: vendor invoicing and ordering, vendor contracting and performance agreements, facility and custodial work order requests, telecom and data service requests.
Answer department telephones, return voicemail, and route calls.
Manage departmental e-mail and calendar.
Maintain an organized workspace, storage room, and updated inventory of office supplies
Schedules, coordinates, and creates agendas for meetings.
Orders office supplies.
Other duties as assigned.
Bachelorís degree in Communications/Marketing/Business or events related field.
4 years of relevant work experience is required.
Proficient in Word, Excel, Power Point, and Outlook.
Related experience with ticketing or event management software a plus.
Must be comfortable balancing multiple tasks with overlapping deadlines simultaneously in fast paced office environment.
Excellent oral and written communications skills
Exceptional interpersonal skills
Outstanding customer service skills.
Candidate demonstrates the ability to work independently with minimal supervision.
Bilingual in English and Spanish, a plus.
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