Event/Conference Coordinator
About The Position
The Office of Admissions & Recruitment (OAR) makes connections and creates experiences with the next generation of Sooners by supporting domestic and international freshman, transfer, and concurrent students throughout the application and decision process. Our team operates from Norman and across the state, nation, and world, partnering with faculty, staff, parents, counselors, and communities to provide guidance and resources to prospective students. Our goal is to build a vibrant OU community by recruiting the most academically qualified students with a variety of educational, service, involvement, and community experiences. We seek individuals who exhibit integrity, care, intentionality, and innovation.
Requirements
- Bachelor's degree.
- 24 months experience in event planning and coordination, outreach or public relations.
- Valid Oklahoma Driver's License in order to drive University vehicles or ability to obtain within 30 days of hire date.
Nice To Haves
- Will accept 48 months of related experience in lieu of the Bachelor's degree for a total of 72 months experience.
Responsibilities
- Coordinates all aspects of event/conference coordination, including logistical details, communications, and event budgets. Manages all associated administrative duties and details including budgets and promotional materials.
- Strategizes and directs logistics of event planning, implementation, and follow-up to meet the needs of the distinct population of prospective students that the Office of Admissions & Recruitment actively recruits.
- Trains, schedules, and oversees the work of students and staff with regards to recruitment events.
- Assist the Senior Assistant Director with planning large scale recruitment/non-recruitment events and competitive research initiatives.
- Monitors event budgets and timelines.
- Negotiates with hotels and vendors to ensure best pricing.
- Creates robust event communication plans and dynamic registration forms.
- Develops best room/building setups for events, ensuring costs are within budget.
- Coordinates catering and lodging arrangements for events.
- Assists with coordination of website, social media, or other promotional materials.
- Monitors and responds to event inquiries for each event.
- Coordinates travel and transportation for guests, attendees, speakers, or other parties.
- Compiles reports and maintains event/conference related data.
- Coordinates the registration process for event participants.
- Assist with managing academic partner events.
- Present, engage, and communicate with prospective students, their families, and high school stakeholders while guiding them through the admission, scholarship, housing, financial aid, and enrollment processes.
- Serves as liaison with campus partners as needed.
- Designs and manages feedback systems to evaluate events, enhance participant experiences, and provide actionable insights to campus partners.
- Ensures that events meet legal, safety, and health requirements and regulations.
- Assist with leading strategy initiatives/team planning initiatives on the campus experience team.
- Plan personalized and group visit experiences for prospective students.
- Performs various duties as needed to successfully fulfill the function of the position.
Benefits
- Benefits Eligible: Yes
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
