Senior Special Events Program Coordinator

University of Southern California•Los Angeles, CA

15h•$79,767 - $91,041•Hybrid

About The Position

The USC Sol Price School of Public Policy has an immediate opening for a Senior Special Events Program Coordinator to join its team. This position plays a vital role in the success of the Price School with a focus on event production support including but not limited to internal staff meetings and celebrations, multi-day admissions recruitment events, alumni and donor engagement events, and schoolwide signature events such as commencement and homecoming. In addition, the position assists with advancement operations duties, expense tracking, database integration with event planning and communication, reporting, event invites, and RSVP tracking among other assignments. This position reports directly to the USC Price School Event Manager, and responsibilities will require ongoing and proactive collaboration with Admissions and Student Affairs. Attention to detail, problem-solving, self-motivation, creativity, positivity, and respectful customer and vendor communication are essential skills for any top candidate. This is a full-time, hybrid work arrangement position (2-3 campus days weekly), located on the USC Los Angeles University Park Campus and expected to attend regular on-campus events and other in-person planning meetings as requested.

Requirements

Bachelor’s degree
2 years of relevant experience required; 4 years preferred
Combined experience/education as substitute for minimum education
Experience with special events planning, fundraising management, or alumni and volunteer relations management
Experience in project management.
Proven scheduling abilities.
Ability to effectively manage and develop complex event and program budgets
Excellent written and oral communications skills
Excellent planning, organizational and interpersonal skills
Ability to self-manage, prioritize work assignments, and manage multiple deadlines
Knowledge of relevant software and databases to support constituent-relationship management (e.g., Salesforce, Blackthorn, Raiser's Edge)
Email marketing program knowledge (e.g., Mailchimp, Constant Contact) and adept in social media marketing
Detail oriented with excellent written and oral communication skills
Experience with policy, governance, democracy, or related fields
Integrity, accountability, and diplomacy
Understanding and technical knowledge of the hospitality industry.
Demonstrated written and verbal communication skills.

Responsibilities

Researches and selects venues, vendors, goods, and services.
Organizes and facilitates planning meetings with internal/external stakeholders and event staff to establish objectives, budgets and goals.
Proactively assesses and manages workloads to maximize efficiency and meet event and project deadlines.
Develops marketing and promotional campaigns and strategies.
Tracks, reconciles, and reviews event expenditures, budgets, accounts payable processes, and payroll.
Coordinates and reconciles all travel (e.g., flights, ground transportation, accommodations, reimbursements).
Prepares and organizes monthly financial reports and bank reconciliations for events.
Ensures consistency and quality of materials communicated.
Leads the planning, coordination and implementation of events and conferences.
Represents organizations, schools, and departments at events, and acts as their liaison with suppliers, vendors, guests, and donors.
Tracks progress and ensures completion of event projects, orders, and initiatives.
Coordinates logistics, and provides detailed instructions to all appropriate stakeholders prior to and during events (e.g., room setups, internet and electrical services, itineraries, conference agendas).
Liaises with donors, sponsors, committees, and other internal/external stakeholders, responding to their needs, maintaining and enhancing relationships, and resolving any problems that arise.
Evaluates and follows relevant procedures and policies in accordance with fundraising best practices to ensure quality control and efficiency in donor service.
Creates and implements sponsor displays, per agreements and established timelines for deliverables.
Establishes and communicates event planning and hosting standards.
Contributes to an inclusive environment, building and maintaining strong cross-functional relationships and a deep understanding of organizational and university cultures.
Upholds the principles of the USC Code of Ethics.
Demonstrates alignment to strategic plans of the organization and university through words, actions and ideas.