Project Coordinator: Event Coordinator

Oregon State University • Corvallis, OR

440d • $56,098 - $85,862

About The Position

The Project Coordinator: Event Coordinator at Oregon State University (OSU) is responsible for managing and coordinating events at the Memorial Union. This high-profile role requires interaction with students, faculty, and staff, ensuring excellent customer relations and event execution. The coordinator will oversee event budgets, maintain professional relationships with vendors, and serve on various committees while managing event scheduling software for multiple departments.

Requirements

• Four years of experience as an executive assistant, administrative analyst, researcher, or administrative officer with administrative duties and oversight of an ongoing project or program.
• Significant experience in successful professional event planning, management, and coordination.
• Demonstrated experience applying critical thinking and making good judgment calls in a fast-paced environment.
• Extraordinary customer service, courtesy, and diplomacy skills.
• Knowledge of event space and meeting room configurations, including fire code and accessibility requirements.
• Attention to detail and strong communication skills.
• Demonstrated organizational skills and experience with reservation software database management.

Nice To Haves

• Experience with EMS reservation software and Social Tables software.
• Experience with budgets, billing, and managing accounts.
• Familiarity with a student union or other institutional operation, such as a hotel or club.
• High-level proficiency with audio-visual equipment and standard lighting for event spaces.

Responsibilities

• Review events to determine scope and resources needed, necessary contacts, and required procedural administrative actions.
• Provide options to clients for risk coverage defined by OSU practices.
• Contact appropriate participants such as rental companies, vendors, and security services to seek cooperation and input in event design and coordination.
• Coordinate needed meetings or hearings to gather input and meet procedural requirements.
• Identify resources and administrative steps needed for event completion; develop event plans in consultation with clients and participants.
• Monitor event status to ensure progress toward completion and inform vendors and contractors of updates.
• Represent the Memorial Union in meetings and committees, moderating divergent viewpoints and building consensus.
• Administer Event Management System (EMS) database and assist department heads with database management and billing systems.
• Create and present training for EMS client-side users and develop cost-sharing models for campus user groups.
• Provide lead-work to student event coordinators and event managers for day-to-day oversight of events.

Benefits

• Medical, Dental, Vision, and Basic Life insurance with OSU paying 95% of premiums for employees and dependents.
• Free confidential mental health and emotional support services.
• Retirement savings paid by the university.
• Generous paid leave package including holidays, vacation, and sick leave.
• Tuition reduction benefits for employees and qualifying dependents at OSU and other Oregon Public Universities.
• Robust Work Life programs including Dual Career assistance, flexible work arrangements, and an Employee Assistance Program.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: Bachelor's degree