Sesquicentennial Production Coordinator

POSTED: December 5, 2017
BUSINESS: Purdue Research Foundation
POSITION TYPE: Full-time, Exempt (Medical benefits apply)
APPLICATION DEADLINE: December 29, 2017
START DATE: Immediate Availability

This is a limited duration position concluding no later than December 31, 2019 and is benefits eligible. No retirement eligibility.

DUTIES/RESPONSIBILITIES:

Essential Functions:

  • In collaboration with the Office of the Sesquicentennial Team, create, communicate and produce effective signature events, comprehensive communication plans, and various initiatives that involve every college and non-academic unit across the West Lafayette campus (and will also include regional campuses).
  • Support and execute the direction and priorities of the Office of the Sesquicentennial Team as led by the Vice President for Public Affairs of Purdue University.
  • Help lead with site location, contract negotiation, food and beverage management, event logistics, budgeting, on-site management.
  • Select vendors, review contracts and create unique methods of presentation for the yearlong celebration.
  • Responsible for producing all types of communications for events e.g., letters, e-mails, social posts, scripts, run of show plans, forms, packets, fundraising materials, etc.
  • Assist with sesquicentennial content updates to various communication channels.
  • Responsible for onsite event management including facilities, deliveries, food and beverage, signage, displays, audio-visual equipment, printing of event materials, security, and supervision of volunteers.
  • Resolve issues with vendors with an understanding of safety, guests’ satisfaction, and University liabilities.
  • Create and provide event agenda to designated University staff and attendees in advance to assist them in their preparations for the event.
  • Develop strong, positive relationships with internal and external stakeholders.
  • Develop and maintain event attendee lists.
  • Manage and train volunteers.  
  • Monitor customer relations from event registration through on-site guest satisfaction.
  • Manage mail files.

Additional Responsibilities:

  • Set-up travel and accommodations for participants and guests.
  • Communicate meeting agendas and minutes with Sesquicentennial Action and Executive Committees.
  • Resolve onsite problems/issues with input from vendors with an understanding of safety/security issues, guests’ satisfaction, and University liabilities.
  • Ensure strategic guest flow and parking needs events with +10,000 attendees.
  • Ensure all ADA requests are handled in an appropriate manner.
  • Develop databases and reports for event benchmarking.
  • Collaborate with the Office of Public Affairs to process billings in timely fashion.
  • Collaborate with the University Development Office including the Office of Special Events.
  • Other duties as assigned.

REQUIREMENTS/QUALIFICATIONS:

Knowledge, Skills and Abilities:

  • Must be able to multi-task.
  • Must be detail oriented.
  • Excellent oral and written communication skills.
  • Must demonstrate strong planning/organizational, problem-solving, project management, customer relations, and critical thinking skills.
  • Ability to influence and build work relationships among a diverse workforce at all levels.
  • Must be able to represent the University and Purdue Research Foundation with tact and diplomacy.
  • Must be able to work under pressure and with frequent interruptions.
  • Excellent computer skills including Microsoft Word, Excel and Internet.
  • Must be able to handle confidential information.
  • Ability to work independently and contribute to a team environment.
  • Must be able to work evenings, weekends and must be able to travel.
  • Valid US or Canadian driver’s license.

Education/Experience:

  • Bachelor’s degree preferred.
  • Must have a minimum of four years’ experience in Communications, Marketing, Events Management, or Hospitality.

APPLICATION INSTRUCTIONS: 

If you are interested in applying for this position, please send a cover letter and resume to the Director of Human Resources at humanresources@prf.org on or before Friday, December 29, 2017. 

This position is located on the Purdue University campus in West Lafayette, IN. For more information on careers in the Development Office, visit http://purdue.edu/devcareers

A criminal conviction check and negative controlled substance test are required for employment in this position.  Purdue Research Foundation is an equal opportunity, affirmative action employer fully committed to achieving a diverse workforce.

The Purdue Research Foundation is unable to sponsor an employment related visa for this position. 

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