Event Planning and Hospitality Specialist

St. Olaf College•Northfield, MN

3d•$47,000 - $53,000•Hybrid

About The Position

Position Title: Event Planning and Hospitality Specialist. Department: Marketing & Communications, College Events. Classification: Exempt. FTE: 1.0. Work Schedule: Monday - Friday, 8:00 a.m. – 5:00 p.m.; this position will work some evenings and weekends during events for which this position has primary responsibility, average 4-10 weekend hours during summer season and on call 24/7 during 10 week summer session for emergencies; travel up to 5% of the work schedule, which includes local (Twin Cities metro area) and national travel; overnight trips average 1-2 trips per year. Work Location: Hybrid. WFH 2 days a week, on campus 3 days a week. Will work on campus fully for the first three months. Salary Range: $47,000 - $53,000. Essential Job Duties: Assist the planning of small to midsize events or portions of events partnering with departments to determine event goals and objectives and event logistic. Support the coordination of large-scale or signature college events. Provide onsite leadership for events, and be the primary point person for real-time troubleshooting, decision-making, and direction for staff and volunteers by evaluating risks and making changes when necessary to make sure the event remains successful, on budget, and consistent with our quality standards. Coordinate with on-campus partners (Public Safety, Facilities, Bon Appetit, IT, Broadcast/Media Service, Residence Life, etc.) to manage logistics to ensure quality event experiences. During summer program, serve as primary contact when needed for parents, directors, coaches, public safety and event staff; assess and handle all medical emergencies, missing camper situations, and disciplinary actions with campers. Manage contracts and processing of invoices for event vendors. Manage the process and maintain database for all camps and conference contracts. Support, respect, and commit to embracing diverse backgrounds, values, and points of view to build a strong and inclusive community. Complete and meet deadlines for required training and performance management cycle Perform other duties as assigned. Manage contracts with vendors and suppliers by assigning tasks and communicating expected deliverables. Make informed decisions related to event logistics in partnership with on and off-campus partners including catering, public safety, facilities/custodial, IT, rental vendors, musicians, faculty, and staff. Supervision Received and Exercised: Reports to the Director of College Events. This position does not supervise staff or student workers. Required Qualifications: Education: Bachelor’s Degree or equivalent experience; maintain a valid driver's license or obtain a valid driver's license within three months of starting; and meet St. Olaf college driver authorization criteria with a satisfactory driving record. Experience: 1+ years of related work experience in events management or relevant experience. Preferred Qualifications: Education: Bachelor’s degree. Experience: 3+ years of event experience in higher education. Prerequisites: Employment in this position is conditioned upon successful completion of a background check which may include: criminal background checks, reference checks, verification of work history, verification of any required academic credentials, licenses, and/or certifications, a motor vehicle check, verification of DOT certification, a credit check, employment eligibility verification, and/or a pre-employment physical. Whether a background check is deemed successfully completed will be at the sole discretion of St. Olaf College. Please note, St. Olaf College reserves the right to conduct periodic background checks at its sole discretion. Disclaimer: This position may require you to report early, stay late or work different shifts depending on staffing levels. It may also require you to perform all essential job functions whenever needed and during campus emergencies when necessary. This job description is for general information purposes. It is not intended to list all duties and responsibilities of the position. This job description is subject to change at any time by St. Olaf College, with or without prior notice. Review of applications begins immediately and continues until the hire is complete. We accept only online applications.

Requirements

Bachelor’s Degree or equivalent experience
Maintain a valid driver's license or obtain a valid driver's license within three months of starting
Meet St. Olaf college driver authorization criteria with a satisfactory driving record
1+ years of related work experience in events management or relevant experience

Nice To Haves

Bachelor’s degree
3+ years of event experience in higher education

Responsibilities

Assist the planning of small to midsize events or portions of events partnering with departments to determine event goals and objectives and event logistic.
Support the coordination of large-scale or signature college events.
Provide onsite leadership for events, and be the primary point person for real-time troubleshooting, decision-making, and direction for staff and volunteers by evaluating risks and making changes when necessary to make sure the event remains successful, on budget, and consistent with our quality standards.
Coordinate with on-campus partners (Public Safety, Facilities, Bon Appetit, IT, Broadcast/Media Service, Residence Life, etc.) to manage logistics to ensure quality event experiences.
During summer program, serve as primary contact when needed for parents, directors, coaches, public safety and event staff; assess and handle all medical emergencies, missing camper situations, and disciplinary actions with campers.
Manage contracts and processing of invoices for event vendors.
Manage the process and maintain database for all camps and conference contracts.
Support, respect, and commit to embracing diverse backgrounds, values, and points of view to build a strong and inclusive community.
Complete and meet deadlines for required training and performance management cycle
Perform other duties as assigned.
Manage contracts with vendors and suppliers by assigning tasks and communicating expected deliverables.
Make informed decisions related to event logistics in partnership with on and off-campus partners including catering, public safety, facilities/custodial, IT, rental vendors, musicians, faculty, and staff.