Events Coordinator

The Company

At Unity, sustainability isn’t a buzzword. It’s the foundation of our entire approach and has been for more than 50 years.

We apply sustainability principles to everything we do, from our properties around the State of Maine, to our online degrees offered to students everywhere, to our enrichment experiences and entrepreneurial endeavors at locations from northern Maine to Arizona to Brazil.

Engage with Unity College and you’ll start to ask tough questions, challenge the status quo, and envision new possibilities. If taking the lead in creating a more sustainable future sounds like the future you want, we can make it happen.

 Reporting to the Executive Director of Brand Strategy and Marketing, the Events Coordinator is responsible for all planning, administrative, and management functions required to deliver exceptional internal events across the Unity College Enterprise. The Events Coordinator supports external revenue-generating event management when directed. Within the framework of functional leadership, the coordinator supports the Executive Director to realize the Unity College mission and strategic plan. The position is in New Gloucester, Maine, with some travel expected on a regular basis.

• Manage all logistics of the College events such as commencements and panels, to ensure successful delivery and convey the Unity College brand. 
• Maintain high standards of customer service, consistency, and accuracy, appropriate to content of events.
• Work with appropriate units and personnel such as Maintenance, Custodial, Public Safety, and Dining to ensure integrated services for event needs.
• Coordinate enough staff to ensure event set up and take down and pre/post event clean-up.
• Manage all details, such as checklists and contracts with internal clients. This includes following up with client paperwork, ensuring contracts are followed, and updating, reviewing, and renewing contracts as appropriate.
• Handle proposals, billing, and invoicing in coordination with the business office.  
• Proactively handle issues and troubleshoot any problems before and on the day of the event.
• May support other Unity College events as assigned.
• Stay abreast of changes in the events planning environment and make recommendations for ongoing improvements.
• Work effectively with external vendors to secure additional services as needed to ensure successful execution of events.
• Maintain recorded (video) records of events for the website and for the archive.
• Create documentation for events to ensure clear guidelines for execution.
• Take the lead in assessing event success and gather feedback for improvement.
• Demonstrate responsible budget management, billing, deposit, and reporting.
• Maintain inventory of event supplies, replacing items when needed.
• Pro-actively communicate challenges, successes, and failures with leadership.
• Coordinate communication plan for event information, including the website, internal and external emails, and social media.
• Other duties as assigned. 

Required:

• High school diploma and 3 or more years of experience with office administration, facilities management, and/or event coordination.
• Ability to understand, produce, and follow budgets and reports, and apply basic accounting principles and processes.  
• Demonstrated ability to manage administration and logistics in a busy special events environment.
• Ability to manage multiple projects and work assignments from a variety of staff and volunteers.
• Ability to accomplish projects with little supervision.
• Proficient using the latest versions of Microsoft Word, Excel and PowerPoint, and mail merges; email and web searches.
• Must be able to work as a team with multiple departments.
• Excellent interpersonal skills both in person and by phone, with high professionalism.
• Fantastic customer service ethic and high expectations for quality.
• Ability to work effectively with other administrative offices.  
• Uses accurate spelling and grammar in written communications.
• Ability to obtain valid Maine driver’s license.
• Ability to function effectively within a matrix organizational structure, maintaining open lines of communication while being discreet, courteous, and well poised.
• Ability to work some weekends and evenings, as needed.

Preferred:

• Bachelor’s degree.
• Experience in higher education, destination conferences or destination hospitality. 
• Prior experience with an events management systems
• Experience with video capture and editing or social media content creation.
• Experience with coordinating virtual events.

The Location 

This position will be located at 49 Farm View Drive, New Gloucester, Maine.

Benefits

Unity College offers a generous benefits package which includes medical, dental, vision, short term disability, long term disability, life insurance, PTO, and a company match on our 403b retirement plan. Waiting periods will apply.

To Apply

Interested and qualified candidates should click on the “Apply Now” button and submit a resume and cover letter.

At Unity College, we don’t just accept difference — we celebrate it, we support it, and we thrive on it for the benefit of our employees, our students, and our community. Unity College is proud to be an equal opportunity workplace and is an affirmative action employer.