Coordinator, Special Events - Miami University in Oxford Ohio

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Miami University

Oxford, Ohio

United States

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Detailed Job Description

Job ID: 2859 - Unclassified - FT (Salaried)

The Coordinator, Special Events is responsible for working collaboratively as well as independently with divisional staff and external vendors for the servicing and coordination of logistics for University Advancement special events. Events range from presidential visits to large donor or alumni events on campus and around the country. This position will report to the Associate Director, Event Management under the Senior Director, Communications, Marketing and Events in University Advancement.   


As a member of the division special events team, this position is responsible for the planning of events related to the Division of University Advancement. This role requires the effective planning, supervision and implementation of events that substantially impact the University from the standpoint of perception by alumni, friends, prospective and current donors, and current students. Position will be required to plan events in conjunction with the Associate Director, Senior Director and/or division peers as well as on his/her own. 

Under the direction of the associate and senior directors, collaborate with alumni relations, development, stewardship, and university advancement communications staff to develop logistically sound and effective events to maximize alumni and donor engagement. This includes: developing goals, objectives, invite lists, creative event design, event programming, and post-event follow-up; coordinating event logistics; trouble-shooting and providing effective and timely solutions; providing project management oversight, on-site event support, and exceptional customer service. 

Serve as liaison on event-related matters, including but not limited to: negotiation of contracts; coordination of event food and beverage, audio visual needs, photography, and room blocks; Ensuring appropriate décor (floral, linens, color schemes, etc.), customer service, and other quality standards to meet the expectations of the Division of University Advancement. 

Assist associate director and senior director to develop divisional structure and strategy for special events. This includes: creating and implementing procedures to produce successful events; staff training; strategic planning; creative oversight; and project management related to advancement, alumni, stewardship and development events. 

Under the direction of the associate director, conduct research, make site visits and solicit resources for the selection and evaluation of event sites locally, regionally and nationally. 

Provide on-site support to all university advancement events, consult or serve on divisional or university committees, and other duties as may be required for the successful engagement of alumni and donors. 

Oversee the work of the administrative assistant in regards to event record processing and paperwork/ invoice processing.

Minimum Qualifications

One year of experience in customer service, special events, higher education, and/or related fields. An equivalent combination of education and experience may be considered. (Internships, volunteer work, and other experience gained during the completion of degree programs may be counted towards these requirements.)  Excellent communication skills, both oral and written. High level organizational skills, including the ability to simultaneously manage a large variety of tasks and set priorities. Strong office and administrative skills. A commitment to strong customer service is essential. Able to deal with the pressure of deadlines. Must be a self-starter who can work independently but also able to work effectively within a team environment. Proficient in PowerPoint, Microsoft Word, Excel, database management and data entry. Willingness to travel and work evenings/weekends required. 

Preferred Qualifications

Bachelor’s degree. Certified meeting planner (CMP) certification (or in pursuit of), Project Management Professional (PMP) certification (or in pursuit of). Knowledge of Banner or other higher education enterprise software (Raiser’s Edge, etc…). Experience managing logistics for VIPs, volunteers, high-level executives and internal personnel.

Miami University, an equal opportunity/affirmative action employer with smoke- and tobacco-free campuses, is committed to a multicultural environment and strongly encourages applications from minorities, females, veterans and individuals with disabilities.

Keyword Phrases

  • Advancement Services
  • Coordinator, Special Events
  • #1 Nationally for best teaching
  • Opportunities for growth and advancement
  • Inclusive, equitable working environment
  • Event Coordination
Employment Type:Administrative Staff
Degree Required: See Job Description
Experience: See Job Description
Level of Job: Analyst / Staff
Salary: See Job Description
Type of School:Research University
Application Requirements: CV/Resume
Cover Letter