Event Specialist

Job Purpose

Responsible for planning, organizing, and coordinating Development and Alumni Affairs events, presidential and institutional Events, and other university and non-university events as assigned by the Events Manager or Senior Director of Special Events. Responsible for customer service, budget and contract development, planning, execution, billing, and audit processes for assigned events. Provide on-site coordination and supervision of all aspects of event production where required. Supervise support staff and temporary event staff, as required on an event basis. This position reports to the Senior Director, Special Events.

Essential Functions

• Work collaboratively with clients to plan, organize, and implement events on and off-campus that promote the goals, values and mission of Wayne State University and support the solicitation and cultivation of donors. Work collaboratively with the Office of the President to plan, develop, coordinate, and implement events for assigned Presidential and Institutional events and activities.
• Ensure event client compliance with contract and budgetary requirements. Develop event plans, schedule and track timelines, milestones, and deliverables; estimate resources, manage changes in event scope. Draft and submit budget proposals and recommend subsequent budget changes where necessary. Act as liaison with stakeholders. Effectively communicate and manage expectations with team members and stakeholders; identify and resolve issues and conflicts, as necessary. Develop and deliver progress reports, proposals, requirement documentation, and presentations. Provide onsite coordination and event management of events. Monitor compliance of all events with contract and budgetary requirements.
• Routinely interact with event clients to determine the highest priorities. Tailor products and services to meet the needs of the client. Network effectively with a wide array of campus service providers and off campus vendors to ensure that venues, programs, and services are provided in a competitive, competent, and efficient manner. Arrange for client site visits and coordinate on and off-campus services and venue staff as needed.
• Ensure products and services from campus departments and off campus vendors are secured and accurately documented. Create and update documentation, including log sheets, financial reviews, production schedules, cost summaries and event budgets on a regular basis.
• Provide office assistance tin receiving telephone calls and other inquiries. Assist with development of departmental strategic plans, customer surveys, action plans and performance metrics.
• Perform other related duties as assigned.