IMPORTANT APPLICATION INSTRUCTIONS:
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Upload Resume or Curriculum Vitae for automatic population of information to the application.
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The contact information, work experience, and education listed on your Resume/CV will be parsed and input into your Montclair application.
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Review information and double-check all fields containing information that the system parsed – the software is intelligent, but you need to verify that the data is accurate.
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In the “My Experience” section, you will find a Resume/CV upload option where you can submit your cover letter and all other supporting documents.
Note: If you have an expansive CV, we recommend that you apply manually and only include the positions you have held in the last ten (10) years. You will then be able to attach your Resume/CV, as well as all other supporting documentation in the "My Experience" section of your application.
Job Description
SUMMARY:
Reporting to the Director of Special Events, the Special Events Coordinator assists with the planning and execution of a variety of university wide signature, Presidential, Community and Development events such as Commencement, Homecoming, and other events designated by the unit. The Special Events Coordinator also maintains the high professional standards and procedures for the production of events that aligns with the university’s mission and goals. This role also assists in various areas of event management: program development, logistics, registration, risk management and compliance, staffing plans, communications, marketing, guest relations, budget and post-event analysis. The selected individual must be detail- oriented, exceptionally organized, proactive, flexible, collaborative and thrive in a fast-paced environment.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Work with the director in developing, executing and managing events in conformance with university procurement and legal contract requirements.
Process requisitions and purchase orders in Workday. Prepare and distribute invoices in accordance with contracted terms.
Oversee comprehensive registration software systems for Commencements.
Manage the department’s (Commencement and Office of Special Events) email inboxes, ensuring timely responses, accurate information and effective communication.
Participate in planning meetings with internal and external stakeholders to prepare for upcoming events. Inform stakeholders of university policies and procedures related to the functions of the unit.
Collaborate, plan and coordinate with service providers for special events such as venue selection, catering, parking, security, transportation, housekeeping, grounds, audio-visual needs, technology services, ticketing, and set up to ensure that all operational requirements for each event have been thoroughly recorded and planned.
Ensure compliance with university policies and safety regulations
Create detailed event timelines, task lists and meeting agendas.
Participate in post event meetings with participants, stakeholders, and team members to assess success and identify areas for improvements.
Maintain effective communication and cooperative working relationships with university leadership, faculty, staff, students, government and private agencies and the public in order to accomplish the objectives and programs of the unit.
Coordinate, train and supervise on-site support staff for on and off-campus events. Assist in overseeing the daily responsibilities of student staff.
Craft and deliver communication plans and uphold university Brand Standards by utilizing a variety of tools such as webpages, social media platforms, mobile applications and email communications.
Understand the needs of diverse populations and effectively serves students and guests with an inclusive approach.
Maintain professionalism, integrity and appropriate confidentiality in university and program operations.
Represent the university at conferences, seminars or meetings as required. Engages in professional development. Serve on ad hoc and standing committees as required.
Performs other related duties as assigned.
Management retains the right to change or add job duties at any time.
QUALIFICATIONS:
REQUIRED:
Bachelor's degree from an accredited college or university.
Minimum two years of professional event experience in an institution of higher education or related field that directly relates to the functions of the position.
Ability to work rotating schedules, nights and/or weekends as required to meet needs of events schedule.
Experience with large scale event management or coordination.
Strong project management experience and organizational skills.
Outstanding interpersonal communication skills and an ability to work collaboratively with a variety of internal and external clients.
Strong analytical skills, with the ability to anticipate needs, and a creative problem-solving approach.
Demonstrated ability to thrive in a constantly changing and a fast-paced environment.
Comprehensive understanding of best practices for planning and executing events.
PREFERRED:
Master’s degree from an accredited institution in project management or a related field.
Minimum five years of experience supporting large- scale event management, hospitality management, or food/ beverage/catering experience
Demonstrated success in achieving results in higher education or similarly large and complex organization
Professional experience in event planning within a higher education environment
PROCEDURE FOR CANDIDACY
Applicants should include a resume and cover letter describing how their background, skills and education match the needs of the University. When applying, please take a moment to carefully read and follow the steps in the application instructions.
Department
Special Events
Position Type
Professional - Non-Faculty
Contact Information:
For questions or concerns, please contact Human Resources' Workday Recruiting Support at 973-655-5000 (Option 2), or email
talent
@montclair.edu
.
EEO/AA Statement
Montclair State University is an Equal Opportunity/Affirmative Action institution with a strong commitment to diversity.
Additional information can be found on the website at
www.montclair.edu/human-resources/about-us/eo-aa-and-diversity/
Title IX and 34 C.F.R. 106 Policy
Montclair State is required by Title IX and 34 C.F.R. 106 not to discriminate on the basis of sex or gender, and does not discriminate on the basis of sex or gender in the operation of education programs and activities. The requirement to not discriminate on the basis of sex or gender in the operation of education programs and activities extends to admission and employment. For further details, please visit:
https://www.montclair.edu/human-resources/job-seekers/
