University Events Coordinator & Project Specialist

PURPOSE:

Reporting to the Assistant Dean of Residence Life & Student Development, the University Events Coordinator and Project Specialist is a live-on staff member responsible for performing various administrative functions, including the
performance of special assignments for the Division of Student Affairs through project management, administrative oversight, and coordination of divisional processes and communications. This position also manages university reservation scheduling for events and coordinates logistical support for internal and external university events/activities and student organizations. The role includes collaboration with various campus departments and service providers to ensure smooth event execution and a positive experience.

ESSENTIAL JOB FUNCTIONS:

University Event Coordinator:

• Serve as the primary point of contact for campus space reservations, ensuring all spaces are scheduled without conflicts and required event approvals are obtained.
• Coordinate the reservation and use of the Linc, SUC President's Suite, and other campus facilities for internal university meetings and events. This includes working with campus and external partners to schedule and arrange
  catering services, housing, dining, AV equipment, and facility needs for events, camps, conferences, and other university-related activities.
• Use the University Reservation platform to ensure event space reservations are properly scheduled, conflicts are avoided, and necessary approvals are obtained, handling space reservation requests, food waiver requests, and
  assisting with event approval processes.
• Prepare cost planning worksheet for conference and guest services (campus space utilization, food services, and external summer housing).
• Responsible for monitoring reservations@lincolnu.edu; conferences@lincolnu.edu; monitoring auxiliaryservices@lincolnu.edu.
• and follow up with appropriate action.
• Oversee financial transactions related to campus rentals, food services, and summer housing, including preparing cost planning worksheets.
• Manage, maintain, and distribute Weekly University Events schedule to University Leadership in key functional areas.
• Communicate, primarily by email, prior to conference/client arrival with key campus partners, and conference clients, to organize and finalize conference housing needs on deadline, to ensure a smooth experience for clients.
• Serve as the primary point of contact to inform and confirm with LUPD if an event being held on campus is a confirmed reservation and was approved.
• Place and manage catering orders for all external events.
• Oversee various financial processes related to campus space rentals, food catering services, and lease agreements.
• Manage the rental and use of residence halls during summer for conferences and external groups.
• Ensure that facilities custodial fees are applied for non-university events, especially those occurring outside their contracted working hours.
• Participate in an on-call duty rotation, including evenings, weekends, and holidays, to address student crises and emergency response.

Project Specialist:

• Coordinate Student Affairs projects and initiatives as delegated, including compiling data, responding to information requests, and ensuring compliance with internal and external deadlines.
• Prepare PCRs, PTRs, travel authorizations, and travel reimbursement forms. Arrange air travel and transportation logistics for Student Affairs staff.
• Submit requisitions for purchases and payments and work with Procurement and Accounts Payable to ensure timely and accurate processing.
• Maintain records management for the office ensuring all information is current, confidential, and disposed of appropriately according to university policy.
• Draft and edit correspondence, reports, memoranda, and other official documents.
• Prepare and process operational forms to support the effective functioning of the Student Affairs division.

QUALIFICATIONS:

• Bachelor's degree in a related field (e.g., Student Affairs, Event Management, Communications, or similar).
• Knowledge and experience in Microsoft Office programs.
• Experience as an administrative assistant, clerical support, or program coordinator demonstrating confidentiality, organization skills and management of multiple priorities.
• Ability to work independently and manage multiple tasks simultaneously.
• Familiarity with university policies, event management platforms (such as Involve), and social media for event promotion.

Knowledge, Skills, Abilities and Personal Characteristics:

• Thorough knowledge of Adobe Suite and Proficient in using Microsoft Office suite (Word, Excel, PowerPoint).
• Must prioritize tasks in a fast-paced environment and develop communication strategies.
• Must understand the many facets of marketing at a dynamic university.
• Excellent interpersonal and verbal communication skills.
• Excellent organizational and time-management skills.
• Strong analytical and problem-solving skills.
• Ability to work within a culturally diverse environment.
• Strong attention to detail; ability to perform duties with high accuracy.
• The high degree of organization, ability to engage in various tasks simultaneously, and consistently meet deadlines.
• Ability to work with and maintain confidential University information.
• Be team oriented.

Terms of Employment:

• This is a full-time, 12-month, live-in position.
• Evening and weekend On-Call Duty Rotation Responsibilities Required.
• Benefits include meal plan, health insurance, and professional development support.

Physical Demands:

1. The nature of work requires an ability to operate standard business office equipment.
2. Light sedentary office work.
3. Prolonged periods of sitting at a desk and working on a computer.
4. Must be able to lift up to 25 lbs.

This job description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of Lincoln University. Since no job description can detail all the duties and responsibilities that may be required from time to time in the performance of a job, duties and responsibilities that may be inherent in a job, reasonably required for its performance, or required due to the changing nature of the job shall also be considered part of the jobholder's responsibility.