The Department of Conference & Event Services provides support for all University and third-party day and overnight events taking place on campus, including space reservations, setup, catering, and tech service coordination, contracting, invoicing, and providing a superb customer experience. The department also assists with various auxiliary services such as the campus shuttle program, university event registrations, and the University vehicle rental program.
This position provides event management services for appx. 200 events annually, which includes:
Serving as a liaison between the event organizers and on-campus service providers regarding event logistics, and processing all necessary paperwork for the service providers
Ensuring compliance with third-party contracts and insurance requirements as well as the event child protection clearance processes.
Checking event set-ups prior to the start, and being on site to ensure success and resolve issues if necessary.
Completing accurate and timely invoicing procedures following the event
Leading and mentoring team of student employees
The Events Manager also assists with the campus vehicle programs, university event registrations, and other auxiliary services.
Coordinates all event logistics for meetings, conferences, seminars, and special events; arranges logistics related to the facilities, speakers, technology, equipment, transportation, and personnel; and schedules all events. Manages marketing materials, event set ups, and event activities.
Proven experience planning and executing a diverse range of events, including coordinating catering, venue setup, and all logistical details.
Strong organizational skills and attention to detail
Ability to efficiently manage multiple tasks simultaneously
Must possess exemplary public relations & communication skills
Ability to supervise and mentor student staff.
Impeccable track record of providing superior customer service
Working knowledge of relevant software applications, with the capacity to rapidly adapt to new programs and technologies.
This position is primarily sedentary but does require physical effort in order to effectively manage events throughout the various campus buildings and outdoor locations. Also, must be able to pick up and carry up to 50 pounds.
The University of Pittsburgh is an equal opportunity employer / disability / veteran.
Job Details
- Assignment Category: Full-time regular
- Job Classification: Staff.Events Coordinator
- Job Family: Administrative Support
- Job Sub-Family: Events
- Campus: Johnstown
- Minimum Education Level Required: Bachelor's Degree
- Minimum Years of Experience Required: No experience required
- Substitution in lieu of education or experience: No
- Work Schedule: Monday – Friday 8:30 a.m. – 5:00 p.m. (Occasional evening and weekend work required.)
- Work Arrangement: On-Campus: Teams that work on campus, in an office, or in a lab.
- Hiring Range: To be determined based on qualifications
- Relocation Offered: No
- Visa Sponsorship Provided: No
- Background Check: For position finalists, employment with the University will require successful completion of a background check
- Child Protection Clearances: The following PA Act 153 clearances and background checks are required prior to commencement of employment and as a condition of continued employment: PA State Police Criminal Record Check, FBI Criminal Record Check, PA Child Abuse History Clearance.
- Required Documents: Resume
- Optional Documents: Cover Letter