Position Summary

CVM seeks an experienced, self-directed event/project coordinator to enhance engagement and deepen relationships with internal (within CVM and MSU) and external stakeholders (alumni, government, industry) through the successful execution of CVM college-wide events (both existing and new). The CVM Event/Project Coordinator will work with various college units on the planning, managing, executing, and optimizing of college-wide CVM events. Examples of these events and projects are listed but not limited to the following: receptions, seminars, conferences, and student events (including new student orientation, key student ceremonies and receptions, career development events, pre-veterinary and doctor of veterinary medicine welcome events, wellness/mentorship program events, etc.), faculty welcome events, alumni receptions, veterinary education day, CVM awards, and commencement. CVM events and projects are located on-and off-campus as well as virtual and can occur outside normal working hours and on weekends.

The successful candidate, with input from the respective units, will help set overall goals, objectives, and measurable outcomes of events/projects. The coordinator is expected to connect event planning and outcomes to the CVM’s mission (To Learn, Discover, Heal, and Protect). In addition, the candidate will create/review/update event Standard Operating Procedures (SOPs) and/or event planning guides as necessary and assist with the development and management of budgets. The CVM Event/Project Coordinator will act as a liaison between college units (and other event sponsors where appropriate), participants, and service providers. This person will ensure applicable University policy and procedures are followed in all event phases – pre-event logistics, on-site execution, and post-event debriefs and reconciliations (e.g., alcohol permits, health and safety regulations, payments, etc.).

The successful candidate will be expected to coordinate and manage pre-event logistics, including location (venues), work orders/contracts, presentation materials, alcohol permits, catering orders, vendor correspondence, etc. The CVM Event/Project Coordinator will manage the day-of-event operations and is expected to attend and provide on-site support. This includes but is not limited to meeting with vendors, assisting with set-up and clean-up, addressing issues that may arise, and coordinating volunteers, ensuring they are adequately trained. The coordinator will be expected to complete post events processes including reimbursements, travel, invoices, and correspondence as required. In addition, this person will work with respective units for post event analyses including debrief sessions and budget summary reports.

The CVM Event/Project Coordinator will work with respective units in coordinating and participating in event planning meetings often serving as Chair which includes creating agendas and taking notes and is expected to maintain/update the college-wide event calendar. The coordinator will work with respective CVM units on marketing and communication materials (promotional materials including briefing materials, flyers, invitations), guest lists, event themes, signage, supplies, registration, and deadlines. The successful candidate will serve as a consultant to leadership regarding events, protocol, budgeting, and University policies.

The CVM Event/Project Coordinator may be asked to assist with other college activities as required and will assist with Dean’s office functions (e.g., answering phones, greeting visitors, etc.) and other tasks that may arise.

The College's vision is to be the destination for teaching, innovation, care, and service

Six goals, backed by specific strategies, guide our organization as we move forward. (Strategic Plan web site:

Goal 1 – Innovative Education (Strategy 1.2.d)

Goal 2 – Transformative Research

Goal 3 – Service Destination (3.1 e, 3.3 a, 3.4 b and e, 3.5 d.)

Goal 4 – Outstanding Diverse Talent (4.2. b, c and 4.3. e)

Goal 5 – Healthy Community (5.1, especially b.)

Goal 6 – Performance Optimization (6.1 d, 6.2)

CVM Core Value of Diversity - We are committed to promoting the principles of equal opportunity and multiculturalism where all individuals are valued, respected, provided opportunity to flourish and open doors in their pursuit of excellence. We encourage and welcome our community to share ideas with us surrounding opportunities to advance diversity, equity, and inclusion.

Unit Specific Education/Experience/Skills

Knowledge equivalent to that which would normally be acquired in a four year college degree in Public Relations, Communications, Business or in an area related to the work being performed; one to three years of related and progressively more responsible and expansive work experience in a field related to the position (including institutional event/conference coordination); experience including planning and managing special events; or an equivalent combination of education and experience. May require experience in word processing, database, spreadsheet, desktop publishing and/or presentation software. Position may require software specific to the operational activities of the employing unit. This position may require special licensing or certification in the field related to the area of employment.

Fluency in the following software: MS Office (Word, Excel, PowerPoint, Outlook), Teams, Zoom. Basic knowledge of survey tools (Qualtrics) and graphic design tools. Knowledge of project planning software and/or a project management certificate would be a plus.

Desired Qualifications

The ideal candidate will have a desire to contribute their experiences in managing and executing strategic projects and events that deliver an exceptional value. The person will have a strong coordination and communication background with a result-driven attitude, attention to detail, and experience working in a fast-paced environment. The successful candidate will want to work in highly collaborative, cross-functional teams. The successful candidate must be comfortable applying different tools for budgeting and reporting, problem-solving for the team, and supporting successful event production.

Preferred Qualifications

3 years professional experience in event or project management with working knowledge of concepts, principles and practice of event planning and public relations.
Self-motivated with a demonstrated ability to manage and execute administrative and logistical aspects of events.
Strong written and verbal communications skills including experience creating and editing event literature both online and in print.
Excellent customer service skills.
Strong attention to detail and commitment to quality.
Excellent problem-solving skills and ability to adapt to change.
Collaborative in nature and willing to work with multiple units in accomplishing event-related goals and thrive in a highly collaborative, fast paced environment.
Effective organizational and time management skills to track multiple simultaneous events in various stages of development; able to anticipate needs, understand priorities, and meet critical deadlines.
Fluency in the following software: MS Office (Word, Excel, Powerpoint, Outlook), Teams, Zoom. Basic knowledge of survey tools (Qualtrics) and graphic design tools. Knowledge of project planning software and/or a project management certificate would be a plus.
Strong team player with the ability to build relationships with internal and external stakeholders.
Ability to work with a diverse group of people.
Ability to develop and manage budgets, prepare financial and operations reports regarding events and related activities, and negotiate rates and terms of agreements to secure business (venue and performance contracts, permits, etc.).

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials

Cover letter, resume and the names and contact information for three professional references

Special Instructions

This is an in-person position.

Work Hours

Monday through Friday 8am-5pm, with possible evening and weekend hours.

Website

Bidding eligibility ends January 30, 2024 at 11:55 P.M.

About Michigan State University

Spartans work every day to advance the common good in uncommon ways.Together, we tackle some of the world?s toughest problems to find solutions that make life better?from alternative energy to better food safety to breakthrough medical and environmental applications achieved through rare isotope research.We teach. We explore and we discover. We collaborate and lead. We innovate, inspire, and empower. We achieve our potential and create circumstances that help our students and others achieve theirs.We're good at it, and we've been at it for more than 150 years.The nation?s pioneer land-grant university, MSU began as a bold experiment that democratized higher education and helped bring science and innovation into everyday life. The revolutionary concept became a model for the nation.Today, MSU is one of the top research universities in the world?on one of the biggest, greenest campuses in the nation. Home to nationally ranked and recognized academic, residential college, and service-learning programs, we?re a diverse community of dedicated students and scholars, athletes and artists, scientists and leaders.In ways both practical and profound, we work to create a stronger, more sustainable, and more hopeful future for all.

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