Events Coordinator

Apply now Job no: 496003
Work type: Non-Classified/Professional
Location: Boise, ID
Categories: Marketing and Communications

About Us: Boise State University, powered by creativity and innovation, stands uniquely positioned in the Northwest as a metropolitan research university of distinction. Learn more about Boise State and the City of Boise at https://www.boisestate.edu/about/boise-and-beyond/. Boise State University is committed to increasing the diversity of its faculty, staff, students, and academic program offerings and to strengthening sensitivity to diversity throughout the institution. Boise State University is an affirmative action/equal opportunity employer, and members of historically underrepresented groups are especially encouraged to apply. We are a welcoming campus that supports diversity and inclusion.
Job Summary/Basic Function:

This is a community-centered events coordinator role that will perform highly visible and active management for special events and daily operations for The Stein Luminary, Blue Galleries, and the School of the Arts administration. This new position is responsible for scheduling, coordinating, and managing events and operations for the SoA and Stein Luminary, as well as events-based collaborations among the SoA’s departments (including the Department of Music; Department of Art, Design & Visual Studies (ADVS); and the Department of Theater, Film & Creative Writing (TFCW). Responsibilities include handling reservations and planning events that take place in SoA spaces (i.e. those not specific to departmental programs), and welcoming visitors and classes to the CVA, the Blue Galleries, and The Stein Luminary.

Department Overview:

With offices located in Boise State University’s new Center for the Visual Arts (CVA) building, the School of the Arts (SoA) serves as a vibrant urban hub for the study, practice, and integration of the arts. Our programs aim to foster interdisciplinarity, promote entrepreneurship and arts sector mobility, and engage our community in order to prepare students to thrive in a diverse world. Toward these goals, the SoA and CVA feature the Blue Galleries, three gallery spaces dedicated to contemporary art exhibitions, and The Keith and Catherine Stein Luminary, a touch-activated and immersive digital gallery consisting of 90 feet of touch-screens illuminated with 4K projectors that will serve as a dynamic learning space for the university starting this fall.

Level Scope:

Fully competent and productive professional contributor who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity. Works independently with general supervision; exercises judgment within defined guidelines and practices to determine appropriate action. May provide guidance and assistance to entry level professionals and/or support employees.

Essential Functions:

60 % of Time Events Coordinator will:


● Interpret and/or explain policies and procedures as pertaining to the designated venues.
● Conducts pre-event planning and coordination meetings with clients and will also serve as an Event Manager as they are the direct contact between the client and the facility.
● Coordinates, collects, organizes and distributes information from event and conference planners and staff.
● Schedules all public meeting facilities using scheduling software.
● Coordinates conference services with campus departments such as University Dining, Athletics, FO&M, Campus Rec, Morrison Center, Security, Yankee, and Parking.
● Meets with clients to determine needs and provide technical assistance in the planning stages of each conference.

For Daily Operations:
Manage calendars for the Stein Luminary, SoA, and CVA spaces, including reservations and staff delegation for off-campus classes and visiting groups.
Front desk duties (answer phone, greet visitors) and general office management for 4-5 faculty/staff in the School of the Arts.
Conduct overview tours of CVA Building; train student tour guides for larger events; follow up with ADVS and SoA leadership and staff regarding external feedback.
Assist with hiring, scheduling, supervising Work-Study students for the Blue Galleries and Stein Luminary.

Marketing & Communications:
Promote events, produce collateral, and manage social media in collaboration with the Communications and Marketing Director in the College of Arts and Sciences.
Develop and carry out integrated communications and marketing plan for the SoA and relevant sub-units in collaboration with University C & M team including oversight of new and existing social media accounts, websites, press releases, direct mail, posters, and other printed materials
Public relations/Communication liaison with key partners in the local and regional arts community and build sustaining relationships with community members, students, alumni, donors, and other stakeholders and target audiences.
Coordinates documentation of key events across the SoA with photographs/video.

Occasional Office Coordination:
Assist in the coordination of SoA at large recruitment, retention, and other programmatic events as needed with SoA Director.
Collect/distribute/process annual grant proposals for SoA.

Responsible for managing event expenses; obtains quotes and monitors expenses to ensure events fall within the specified budget, and works with College of Arts and Sciences/SoA/ADVS Business Managers to ensure proper billing received.

Time Availability: Must be available evenings and weekends as needed for special events

Knowledge, Skills, Abilities:

The ideal candidate will: be creative and innovative, with the ability to conceive and execute high-quality special events that meet or exceed annual goals; have exemplary relationship-building skills with donors and across the institution; and most importantly have a passion for serving both the university and the greater public.
● Knowledge of principles and processes for providing customer and personal services
● Experience in event scheduling and planning
● Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
● Talking to others to convey information effectively
● Attention to detail

Minimum Qualifications:

Bachelor’s Degree (or equivalent) plus 2 years of relevant professional experience.

Preferred Qualifications:

Event Management: Working knowledge of event scheduling methods, securing facilities, completing agreements, and event planning process
Project Management: demonstrated proficiency at coordinating projects, managing timelines, and competing deadlines
Organization and coordination of event logistics with attention to details
Ability to communicate both orally and in written form to function as a high-level customer service representative
Computer Literacy: computer skills using office software suites (Microsoft, Google, Adobe) and adapting to online platforms (e.g. scheduling software, HR systems)
Salary and Benefits:

The salary is $43,000. Boise State University is committed to offering a benefits package that provides health and financial protection plans as well as resources to promote health and well-being. Our program provides flexibility so you can choose the benefits that are right for you and your family. Learn more about our benefit options at https://www.boisestate.edu/hrs/benefits/.

Required Application Materials:

Resume, cover letter, and contact information of three references.

 

 

Advertised: Mountain Daylight Time
Applications close: Mountain Daylight Time

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Boise State University is an affirmative action, equal opportunity employer. Boise State University is building a culturally diverse faculty and staff and strongly encourages applications from women, minorities, individuals with disabilities and covered veterans. As a federal contractor, the University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. View Boise State's complete Pay Transparency Policy Statement. If you require an accommodation to complete this application, please contact Human Resources at 208-426-1616
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Annual Security and Fire Safety Report