The School of Life Sciences is looking to hire an Events Coordinator. Under administrative direction of the Events Manger the Events Coordinator performs work of considerable difficulty in planning, coordinating, organizing, staffing, and supervising the program delivery of a variety of targeted special events for the ASU School of Life Sciences. In addition, the Events Coordinator will act as a main point of contact for special event logistics as well as related administrative duties.

Publicity & Promotion

Sols Administration & Faculty

Full-Time

EXEC VP/PROVOST

Open

This is not a grant funded position and is not contingent on future grant funding.

$42,000 - $52,000 per year; DOE

29-March-2024

02

• Works closely with the School of Life Sciences management to provide consultation and leadership in the planning, coordination, adaptation and execution of events logistics to ensure achievement of desired outcomes.
• Maintains and establishes a positive working relationship with all stakeholders, e.g. other departments, faculty and students, businesses and industry, local/area school districts, business partnerships, etc.
• Coordinates, develops strategies, plans, designs and executes a variety of unique/theme-based integrated programs, lecture series, seminars, workshops, conferences, and events consistent with targeted program objectives and message.
• Provides comprehensive and detailed planning, coordination, logistics, travel, catering, contracts, equipment rentals, signage, budgets, invitations, RSVP management, event execution, success measurement, etc. for multiple annual/special/ongoing events on behalf of the School of Life Sciences, including: ASU Homecoming, ASU Open Door, Earth Day at the Phoenix Zoo, ASU Day at the Capitol, awards ceremonies and receptions, employee celebrations, weekly and special seminars and lectures, workshops, grand openings, conferences, tours, Sculpting Science, community outreach events, Sun Devil Giving Day, symposiums, retreats, assemblies and others as requested.
• Works with marketing and communication team and VisLab media team to prepare communications to promote programs/events.
• Manages and sends weekly seminar and staff electronic announcements via emails, meeting slides, and shared calendars, by collecting seminar and event information, designing layout and sending out to subscribers, maintains email list.
• Manages, writes, edits and posts content to Events section of the school website, ASU Events website, and to the events and planning information pages on the employee Intranet.
• Develops a complete logistical plan for each event including, but not limited to: budget, staff (volunteers), timetable and event procedures.
• Provides administrative support in conjunction with departments, units, and centers to ensure continuity of effort and attainment of event goals.
• Acts as primary liaison with event speakers and venue contacts for travel and instructional/audio visual needs; reviews presentation/layout of event to ensure adherence with agreement/contract.
• Monitors the activities of student interns and volunteers.
• Provides on-site presence and support during the event to ensure coordination of all aspects of the event including, but not limited to: service levels, contract negotiation, vendor selection, collateral materials, set-up/break-down and registration to ensure delivery of successful, effective and smooth events; reviews all final billings for payment.
• Works closely with ASU Environmental Health and Safety (EHS) office to ensure event compliance with ASU standards, safety standards, fire codes, etc. Develops and maintains safety files for event and school. Works with EHS to secure event permits.
• Completes room reservations via online form and in-person requests, provides follow-up with key and equipment reminders, list management and coordination with university classroom scheduling.
• Attends appropriate meetings on behalf of the school
• Other duties as assigned.

Associate's degree in Public Administration, Business Administration or a related field and two years of event planning and coordinating experience; OR,Four years of public relations and event planning/coordinating experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills, and abilities have been achieved.

• Experience working in Asana / Stova and Social Tables
• Experience working in Google Workspace, Salesforce, Microsoft Office Suite.
• Evidence of effective communication and interpersonal skills
• Experience in manging changing priorities, multiple deadlines and projects at the same time
• Experience in problem-solving skills
• Evidence in being a self-starter and independent worker

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding, and manipulating a computer mouse; required to stand for varying lengths of time and walk moderate distances to perform work.
• Frequent bending, reaching, lifting, pushing and pulling up to 50 pounds.
• Ability to clearly communicate to perform essential functions.
• Regular use of standard office equipment including, but not limited to: computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, telephone and associated computer/technology peripherals.
• This position receives regular review of objectives by department administrator.

The School of Life Sciences (SOLS) has provided a vital hub for creative excellence at Arizona State University, with more than 670 faculty, graduate students, postdoctoral fellows and staff, and research that ranges from studies on biodiesel and biohydrogen to vaccine development and the conservation of whales. As ASU’s first academic unit to fully reflect President Michael Crow’s integrated, interdisciplinary vision for the New American University, the School of Life Sciences offers active and evolving platforms for collaborative, cutting-edge research and faculty whose discovery is freed from traditional institutional boundaries.

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.

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ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Application deadline is 3:00PM Arizona time on the date indicated.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.

Resume and cover letter should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.