Events Coordinator, School of Music
Job no: 496997
Work type: Staff
Categories: Academic Administration, Communications & Public Relations, Full Time
PAY GRADE: 28N
CONTEXT OF THE JOB:
The College of Arts and Sciences (CAS) at the University of Delaware is nationally recognized for its exceptional educational experiences and for integrating instruction, research, and public engagement. With 24 academic departments in the arts, humanities, social sciences, and natural sciences, more than 25 centers, programs, and institutes, and featuring outstanding research and teaching facilities, CAS serves over 7,500 students, is supported by approximately 400 staff, and maintains annual operating expenditures of over $121M. The College’s 600 faculty members emphasize the enduring value of an arts and sciences education and a deep commitment to excellence in scholarship and all forms of creative and intellectual expression, with sponsored research expenditures totaling more than $38.6M per fiscal year.
The School of Music (SOM) represents a complex and diverse operation where academic endeavors are closely related to a wide myriad of public engagement initiatives; ranging from public performances to fundraising and development projects, competitive recruitment for talented prospective students, and marketing of public performance events.
The School of Music offers over 250 concerts and events throughout the academic year. Under the general direction of the Manager, Programs and Performances, the Coordinator plans and develops internal and external programs and events in SOM to engage the internal and external community and further the mission of the College of Arts and Sciences and its partners. The Coordinator will plan for and support SOM events and serve as a direct resource supporting the goals and initiatives of faculty, staff, students, alumni, and community partners. The Coordinator plans, organizes, and designs a variety of internal and external-facing SOM events by developing event plans and timelines, advising invested parties, arranging for facilities, food service, equipment, and other events-related responsibilities. The Coordinator will also oversee staff hired to assist with events and provide customer service for guests and visitors to the Roselle Center for the Arts and the Amy E. du Pont Music Building.
- Coordinates with and provides support to SOM leadership and faculty to develop SOM events plans to engage the CAS community of faculty, staff, students, alumni, donors, and community/business partners to highlight the impact of the SOM’s work and advance strategic initiatives.
- Works with the Manager, Programs and Performances to provide feedback to SOM leadership on best practices and suggestions for strategic events.
- Assists Manager, Programs and Performances with the execution of SOM events, including assistance with venue selection, staffing plans, event documents and timelines, invitations, events budgets, and site logistics such as menus, set up and floor plans, seating, parking, transportation, signage, décor, lighting, photography, and media services. Secures appropriate facilities, equipment, catering selection, technical support needs, staffing and other logistical requirements as specified in the events plan.
- Facilitates events on-site and virtually, ensuring that event operations are cost effective and in accordance with event goals and objectives; resolves or manages resolution of problems and issues as they arise. Supervises event staff at events.
- Manages box office activities and oversees ticket sales at SOM events.
- Assists in scheduling and training crew for events including frequent communication with crew members to provide reminders and respond to problems in scheduling.
- Collects details of events from performers and communicates clearly to crew.
- Coordinates event logistics and accommodations for all SOM guest artists.
- Completes a variety of setup and staging tasks for dress rehearsals and performances including the frequent moving of equipment, chairs, stands, tables and musical instruments.
- Ensures that the Center for the Arts and Amy E. du Pont are secure at close of day.
- Coordinates the creation of promotional collateral with CAS Communications team for SOM events. Compiles events listings for internal and external electronic newsletters and collaborates with CAS Communications team for distribution. Gathers information and distributes weekly internal electronic newsletter communication from the School of Music Director.
- Adheres to practices, policies, and procedures consistent with those of the University as related to events and special projects to ensure a successful outcome.
- Performs miscellaneous job-related duties as assigned.
- High school diploma or GED, associate degree preferred with three years of experience in special event planning, ideally in a higher education environment.
- Experience working with high-end events and VIP clients is highly preferred.
- Ability to plan, produce, and coordinate event logistics for a variety of events.
- Ability to handle multiple tasks concurrently, and skill in organizing resources and establishing/adjusting priorities in a rapidly changing environment.
- Ability to work both independently and collaboratively with team members.
- Possess excellent written, organizational, and oral communication skills.
- Ability to assess contract compliance and product/service quality.
- Possess skills in budget preparation and fiscal management.
- Proficiency with Microsoft Office and video conferencing software.
- Proficiency with navigating social media, web development, and other engagement tools preferred.
- Understanding of academic policies, as well as current and emerging University relations issues and trends.
- Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.
- Committed to fostering a workplace culture of belonging, where diversity is celebrated and equity is a core value.
- Must work evenings, weekends and holidays to support the demands of various events.
- Ability to lift at least 50 pounds unassisted.
- Ability to work with ladders, lifts and scaffolding on a semi-regular basis.
Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.
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