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Events and Projects Coordinator
Post Date: 07/31/2018
Close Date: 08/14/2018
University of North Dakota
Human Resources-264 Centennial Dr. , Grand Forks, ND 58202-8010

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$51,000+/Annual, Fully Benefited

Grand Forks, ND

Job Description:
In support of the mission of UND and the University’s strategic priorities, the function of the Office of Ceremonies and University Events is to ensure that institutional ceremonies and high-profile, public events are created, planned and carried out in an effective and quality way. The purpose of this position is to create, coordinate, and support the delivery of university events and special projects that help fulfill the mission of UND.

Organize and participate in planning meetings.
Develop and follow planning time lines.
Create event budgets and track and prioritize event expenses.
Manage event planning-related communication with internal and external constituencies.
Develop positive working relationships with constituent groups and participants.
Oversee and coordinate event marketing and promotion. Work with and through internal colleagues (i.e. graphic designers) and other service providers, to plan for event marketing and promotion including - but not limited to - production of printed documents, e-marketing, and traditional and social media.
Create and send out event-related messages on social media.
Negotiate contracts needed to support events and work with Legal Counsel, as needed.
Assume major responsibility for event logistics.
Plan and coordinate food and facilities-related arrangements.
Oversee and actively manage on-site coordination of events, including working with internal and external event-related staff, and participants.
Work at pre-scheduled events held outside of normal office hours.
Recruit, train, and work with student volunteers, event staff, and faculty participants.
As needed, travel to off-site meeting venues.
When appropriate, conduct post-event reviews and document information for future use.
Work with finance staff to create financial tie-ups and other reports.
Track and update information on event websites.
Provide guidance/advise and work closely with campus departments regarding their events.
Develop and maintain working relationships with internal and external planning partners.
Update or implement new event and project planning processes/systems.
Assist in developing new policies/procedures.
Work closely with staff of event venues.
Work closely with contracted service providers, i.e. printers, producers, directors, and writers, etc.
Serve as a primary, front-line contact person for event participants, the campus community, and the general public.
Oversee the work of administrative support staff and student employees in the management of databases, spreadsheets, and event-related documents used to support each activity.
Oversee the work of administrative support staff in the production and editing of letters, e-mails, and other communication pieces and announcements - including information for Web pages - in support of UND events.
Work directly with other UND departments to request and oversee that needed services are provided and that UND and State policies and procedures are followed.
Work closely with finance-related staff to help ensure timely and accurate processing of all finance-related transactions.
Help organize and participate in project planning meetings.
Assist in developing and following timelines and budgets.
Work with other UPA staff, other project-related service providers and vendors to coordinate and implement project communication or work time lines.
Assist with project coordination by providing hands-on assistance in all phases of project development, planning, implementation, and review.
Conduct research related to UND history and UND artifacts for producing informational material and/or event themes.
Serve on committees or planning groups as requested.
Play an active role in meetings of Ceremonies and University Events staff, public and in meetings of the Division of University and Public Affairs.
Take part in University functions that will enhance job performance and benefit the efforts of the department, division, and the institution.
Assist in developing new or improving current systems for planning and implementing events and projects.

Required Competencies:

Excellent written and verbal communication skills.
Excellent customer service skills.
Successful ability to multi-task with attention to detail in a fast-paced environment.
Excellent organizational ability.
Demonstrated record of creativity and innovation.
Ability to engage in planning while simultaneously dealing with daily responsibilities.
Willingness to learn new things.

Minimum Requirements:

Bachelor's Degree.
Two year's professional experience with event and/or project creation and coordination.
Experience working with event promotion and marketing.
Two years' professional experience with the following: long-term planning and event/project budgeting and financial monitoring.
Experience working with Microsoft Word, Excel and Outlook.
Successful completion of Criminal History Background Check.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire.

Preferred Qualifications:

Experience with social media trends and website management.
Successful work experience in a higher education setting.
Experience with project management tools and technology.

To find out why living and working in Greater Grand Forks is way cooler, check out www.GrandForksisCooler.com

All information listed in this position announcement will be used by Human Resources, the Hiring Department, and EEO/AA for screening, interviewing and selection purposes.

Confidentiality of Application Materials
Note: Pursuant to NDCC 44-04-18.27, applications and any records related to the applications that identify an applicant are confidential, except records related to the finalists of the position, which are open to the public after the search committee has identified the top three finalists who will be invited to campus.

EEO Statement
UND is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin. Women, minorities, veterans and individuals with disabilities are encouraged to apply. Applicants are invited to provide information regarding their gender, race and/or ethnicity, veteran’s status and disability status on the form found at http://und.edu/affirmative-action/apcontrolcard.cfm. This information will remain confidential and separate from your application.

ND Veteran’s Preference
North Dakota Veterans claiming preference must submit all proof of eligibility by the closing date. Proof of eligibility includes a DD-214 and if claiming disabled status, a current letter of disability from the VA dated within the last 12 months.

Clery Statement
In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the University of North Dakota publishes an Annual Security and Fire Safety Report. The report includes the university’s policies, procedures, and programs concerning safety and security, as well as three years’ of crime statistics for our campus. As a prospective employee, you are entitled to a copy of this report. The report and statistical data can be found online at http://und.edu/discover/_files/docs/annual-security-report.pdf. You may also request a paper copy of the report from the UND Police Department located at 3851 Campus Road, Grand Forks, ND 58202.
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