UNIVERSITY EVENTS AND CONFEREN (UA-UECO-IUBLA)

Department Specific Responsibilities

• Leads the strategic planning and execution of highly complex, high-profile domestic and international conferences, events, and programs, directing cross-functional planning teams from initial concept through implementation and evaluation to achieve programmatic, educational, operational, and financial goals.
• Provides comprehensive financial and operational oversight for a portfolio of programs with annual budgets exceeding $2 million, including budget development, revenue forecasting, procurement, contract negotiation, sponsorship and fundraising strategies, expenditure approval, financial monitoring, and compliance with university policies and procedures.
• Develops and manages programs and experiences; establishes relationships with partners and vendors.
• Drives business development and organizational growth by identifying new markets, clients, corporate and association partners, and cultivating long-term relationships with university leadership, faculty, professional associations, and external organizations.
• Develops innovative conference and educational program concepts based on emerging needs and opportunities, establishing program goals, audiences, delivery strategies, faculty and presenters, educational content, policies, and evaluation methods; uses assessment results and industry trends to guide continuous improvement and future programming.
• Directs conference communications, vendor management, and stakeholder engagement.

General Responsibilities

• Plans a variety of recurring and ad hoc events for the university and oversees budgets, vendor contracts, transportation, catering, signage, equipment, technology, and other event components. Coordinates event activities prior to and on the day of events.
• Consults with internal and external constituencies to plan event timelines and specifications and negotiate the terms of agreements and contracts.
• Works closely with vendors and staff to ensure goods and services arrive timely and in acceptable condition for events.
• Interfaces with media and/or marketing and communications representatives regarding calendar of events and event publicity.
• Tracks and analyzes event metrics, such as attendance, participant feedback and expenses; monitors effectiveness and return of investment; tracks suggested event improvements for future implementation in recurring events.
• Ensures events adhere to university guidelines and policies and event contracts, agreements, and specifications.
• Makes procedural and policy recommendations to improve operational efficiency.
• Responds to urgent or escalated issues, escalating to manager as needed.
• Provides guidance to lower-level Event Services Specialists; delegates administrative tasks to Event Services Coordinators.

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• Bachelor's degree (preferably in business, finance, public administration, hospitality, or related field.)

WORK EXPERIENCE

Required

• 5 years in events, hospitality, or related field.

SKILLS

Required

• Proficient written and verbal communication skills.
• Maintains a high degree of professionalism.
• Demonstrates time management and priority setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast-paced, dynamic environment.
• Seeks to acquire knowledge in area of specialty.
• Highly thorough and dependable.
• Demonstrates a high level of accuracy, even under pressure.
• Possesses a high degree of initiative.
• Ability to influence internal and/or external constituents.

This role regularly requires the ability to effectively communicate. This role frequently requires the ability to handle equipment. This role frequently requires the ability to remain stationary and ascend/descend ladders/stairs. This role requires the ability to move objects weighing up to 25 pounds. The role requires the ability to detect items in close proximity as well as far away; discern between colors; detect objects in peripheral space of self; discern items in detail; and to have good depth perception. The person in this role must be able to perform the essential functions with or without an accommodation.

Bloomington, Indiana

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Career Level: Advanced

FLSA: Exempt

Job Function: Operations

Job Family: Events

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This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.

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