Events/Conference Coordinator (Project Management)

Are you passionate about creating memorable experiences and have a knack for coordinating logistics seamlessly?  If so, then join our dynamic team at OU that provides high visibility and engaging events for the OU community it serves.  Using exceptional organizational skills, stellar communication and the ability to manage multiple tasks simultaneously; witness, assist, and guide the vision of campus events come to life.  Help us continue to reinforce the pride in OU and unite our community with the highest caliber and most vibrant events our team can imagine!

Essential Duties:

• Coordinates all aspects of event/conference coordination, including logistical details, communications, and event budgets.
• Manages all associated administrative duties and details including budgets and promotional materials.
• Oversees and directs logistics of event planning, implementation, and follow-up.
• Trains, schedules, and oversees the work of event students and staff.
• Monitors event budgets and timelines.
• Negotiates with hotels and vendors to ensure best pricing.
• Develops best room/building setups for events, ensuring costs are within budget.
• Coordinates catering and housing arrangements for events.
• Assists with website, social media, or other promotional materials.
• Monitors and responds to event inquiries.
• Coordinates travel and transportation for guests, attendees, speakers, or other parties.
• Coordinates registration process for event participants.
• Develops and maintains current lists of available venues and services.
• Serves as liaison with OU Parking Services as needed.
• Ensures that events meet legal, safety, and health requirements and regulations.
• Performs various duties as needed to successfully fulfill the function of the position.

Required Education:  Bachelor's degree, AND: 

• 24 months experience in event planning and coordination, outreach, or public relations.

Equivalency/Substitution: Will accept 48 months of related experience in lieu of Bachelor's degree for a total of 72 months experience.

Skills:

• Ability to communicate well and build rapport quickly with students, faculty and staff.
• Detail oriented for accuracy of data and information.
• Proficient in Microsoft Office (Word, Outlook, Excel, and PowerPoint).
• Ability to supervise staff and communicate directions and expectations effectively.
• Highly organized and ability to handle multiple projects and deadlines.

Certifications:

•  Valid Oklahoma Driver's License in order to drive University vehicles or ability to obtain within 30 days of hire date.
  

Working Conditions:

• Ability to engage in repetitive motions and communicate effectively.
• Frequent exposure to pressure caused by deadlines and busy periods.
• Requires contact with other departments and university officials.  
• May be required to travel.

Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy.  To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing.

Why You Belong at the University of Oklahoma: The University of Oklahoma fosters an inclusive culture of respect and civility, belonging, and access, which are essential to our collective pursuit of excellence and our determination to change lives. The unique talents, perspectives, and experiences of our community enrich the learning, and working environment at OU, inspiring us to harness our innovation, creativity, and collaboration for the advancement of people everywhere.

Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate based on race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to, admissions, employment, financial aid, housing, services in educational programs or activities, and health care services that the University operates or provides.