Events Coordinator

FORT VALLEY STATE UNIVERSITY (FVSU), a state and land-grant institution of the University System of Georgia, invites applications for the position of Events Coordinator.

Fort Valley State University, the only 1890 land-grant university in Georgia, is a comprehensive institution that provides an education to over 2,800 students including graduate students. The university is located in the town of Fort Valley in Peach County, the original site of the state's peach industry. Its 1,365-acre (5.52 km2) campus is Georgia's second-largest public university in area.

Fort Valley State University is an affirmative action, equal opportunity institution and does not discriminate against applicants, students, or employees on the basis of race, gender, ethnicity, national origin, sexual orientation, religion, age, disability, or marital or veteran status.

JOB SUMMARY:

FVSU is looking for a highly experienced, creative, and detail- oriented events professional to coordinate the university's events. The ideal candidate will be an expert in envisioning what elevated events can be, and in shaping the details and execution to ensure success.

Reporting to the university Chief of Staff, the event coordinator leads FVSU's mid-and high-level profile events and provides administrative support for larger, more complex events happening both on campus and at locations off-site. As a convener of stakeholders from across campus, the event coordinator is responsible for event strategy and execution, with a focus on creating experiences that align with FVSU's strategic direction, reinforce its mission and values, and strengthen its reputation. The event coordinator also provides event expertise and high-level support to offices and departments across campus.

ESSENTIAL DUTIES/RESPONSIBILITIES:

Events Production (55%):

• Point of contact for all internal and external stakeholders for events within the campus community.
• Develops and maintains high professional standards and procedures for the production of signatures and major events in keeping with the image and reputation of FVSU.
• Meet priorities that accurately reflect the relative importance of event activities or job duties, and effectively carry out event goals in a manner that enhances the image of the university.
• Ensures that campus-wide priorities are reflected in event planning and presentation.
• In consultation with the Chief of Staff, will serve as a campus resource for matters of university protocol (e.g., event format, image projection, and etiquette to be observed).
• Provides guidance and direction in the execution of high-quality events and ceremonies that advance campus priorities in the details of event production, with emphasis on high standards for customer relations, attention to detail, protocol, and etiquette.
• Prior to assigned events, this position receives or makes recommendations on program content and organization and prepares written briefings or procedures them from the appropriate sponsoring office.
• For assigned events, oversees event program development (e.g., recruit and/or facilitate coordination and briefing of speakers/presenters, develop program agendas, determine the order of speakers, etc.).
• Ensure implementation of events objectives in compliance with university policies and procedures, and utilization of core event management systems and technology.
• Leverages the use of the applicable events management software systems for scheduling and set-ups.

• Work with event hosts to determine budgetary needs and requirements for events.
• Attendance at events during normal and extended work hours, including evenings and weekends, are required.

Communication and Marketing (30%):

• Responsible for communicating to internal and external stakeholders regarding the policies, rules, and regulations to host an event at the university.
• Serves as a campus resource for matters of university protocol (e.g., event format, communications, and etiquette to be observed).
• Point of contact for both internal and external constituencies on all matters pertaining to events planned within the university.
• Working with the applicable internal and external organizations/offices, oversees the preparation of a variety of activities to ensure a successful event.
• Is responsible for communicating planning and production requirements and managing events within the university.

Calendar Oversight (10%):

• Monitors facility usage and calendars utilizing applicable technology and resources to ensure space is available for setup time, event time, and reset for continued use.
• Work with event hosts to ensure the overbooking of facilities and resources is managed and mitigated.
• Develops productive working relationships with campus facilities, food services, and security, meeting with representatives collectively at least every week to review logistics for upcoming events.

Other duties as assigned (5%)

MINIMUM QUALIFICATIONS:

Bachelor's Degree and one year of experience related to the area of assignment; or equivalent combination of training and experience.

PREFERRED QUALIFICATIONS

Bachelor's Degree in a related field and at least one year of proven professional experience in event coordination.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Defined knowledge and experience in managing events, including customer relations, advertising, and marketing.
• Ability to recruit and train event staff and volunteers.
• Strong experience developing and sustaining relationships with personnel, vendors, staff, and volunteers.
• Proven ability to maintain strong organizational and time management skills, affording the ability to work concurrently on multiple tasks.
• Ability to think critically, identify problems, develops strategic solutions, and independently make decisions consistent with standard practices and established guidelines.
• Ability to effectively represent the university to faculty, staff, alums, board members, donors, volunteers, vendors, and the community.
• Ability to work under pressure and deadlines with attention to detail.
• Ability and willingness to handle confidential university information.
• Ability to work with and communicate with all key stakeholders, internal and external to the university.
• Strong oral and written communication skills.
• Strong interpersonal skills and commitment to customer service.
• This position must have a strong level of competency with all aspects of office-related software and university systems not limited to but including Excel, PowerPoint, Word, and Publisher. This position will require that the individual, daily, can communicate tactfully and resolve various issues and concerns.

WORKING CONDITIONS

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee occasionally lifts light objects.

USG Core Values Statement

The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at