Events Planner

University of New Mexico • Albuquerque, NM

5d • Onsite

About The Position

The Office of Education, Medical Student Affairs Office is seeking a highly organized, detail conscious and talented event planner professional to join our team. This position will be responsible for overseeing the School of Medicine convocation, MD program student orientation, and multiple events and class meetings related to the School of Medicine medical students.
This position will be responsible for managing event promotions and strategy in conjunction with major stakeholders. Additional responsibilities include:
Plan, coordinate, and execute major and minor events, including set up and tear down
Provide logistical activity and event support for Learning Communities and student organizations
Create, prepare, proof-read, and review content and format for all event materials and social media outlets
Maintain records of orders ensuring appropriate accounting
Order event related supply materials including speaker and attendee awards
Prepare and update mailing lists required for events
Coordinate and conduct planning meetings with stakeholders
Develop and maintain event budgets, regularly update stakeholders regarding budget revenues and expenses, prepare event timelines
Provide day-of event support, coordination, and oversight of staff and volunteer staff
Communicate with venue contacts prior to and during event to ensure on-site details are properly executed
Negotiate contracts, and fully understand contractual language to enhance meetings while protecting company liability
Provide peripheral support for chartered MD student organizations
Occasional weekend and evening hours as needed for event support and management
The successful candidate must be a self-starter, be able to manage multiple tasks simultaneously, own deliverables end to end, prioritize workload effectively, and thrive in a dynamic environment. This position requires the ability to create and manage multiple budgets while adhering to university policies, procedures, and directives.
See the Position Description for additional information.

Requirements

• High school diploma or GED
• at least 5 years of experience directly related to the duties and responsibilities specified
• Employees who provide services or work in patient care or clinical areas are required to be in compliance with the University's influenza vaccination requirement.

Nice To Haves

• Demonstrated experience in event planning and/or project management
• Detail oriented with strong organizational skills
• Ability to effectively communicate, both written and orally
• Advanced level working knowledge of Microsoft 365 Suite
• Proficient Adobe and Google Suite Software
• Experience in coordinating and supporting large events (100+ people)
• Ability to maintain a calm demeanor under pressure
• Proficiency with: MS Word MS Excel Smartsheet Adobe InDesign Adobe Photoshop Lucid Press or other desktop publishing software

Responsibilities

• Plan, coordinate, and execute major and minor events, including set up and tear down
• Provide logistical activity and event support for Learning Communities and student organizations
• Create, prepare, proof-read, and review content and format for all event materials and social media outlets
• Maintain records of orders ensuring appropriate accounting
• Order event related supply materials including speaker and attendee awards
• Prepare and update mailing lists required for events
• Coordinate and conduct planning meetings with stakeholders
• Develop and maintain event budgets, regularly update stakeholders regarding budget revenues and expenses, prepare event timelines
• Provide day-of event support, coordination, and oversight of staff and volunteer staff
• Communicate with venue contacts prior to and during event to ensure on-site details are properly executed
• Negotiate contracts, and fully understand contractual language to enhance meetings while protecting company liability
• Provide peripheral support for chartered MD student organizations
• Occasional weekend and evening hours as needed for event support and management

Benefits

• The University of New Mexico provides a comprehensive package of benefits including medical, dental, vision, and life insurance.
• UNM offers educational benefits through the tuition remission and dependent education programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED