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Title: Special Events Supervisor

Division: University Marketing and Communications

Department: Special Events and Scheduling

FLSA Status: Non-Exempt

Salary Range: Grade 7: $16.02/hour

EEO Job Group: 5 E5

Position Summary

Responsible for the facilitation of all assigned events on campus that further the mission of each specific organization and the University of Southern Indiana (USI). Management function includes but is not limited to event planning, implementation and coordination of campus services (both internal and external service providers); and works closely with all resources and event support personnel to ensure seamless and successful experiences for clients.

Duties/Responsibilities 

• Plan, manage, and supervise implementation of events sponsored by on-campus groups. Produce effective and seamless events and other numerous high maintenance annual and spontaneous events along with prioritizing various smaller events with limited needs.
  
  
• Facilitate scheduling requests for assigned departments. Develop an understanding of the organization’s needs, consistent with the USI’s mission and policies, and assign the appropriate space to both meet the needs of the group and maximize campus facilities. Indicate appropriate locations to department contacts.
  
  
• Advise contacts in the event development process of all logistics from beginning to end. Facilitate the creation of a simple event concept into an accomplished and thorough vision. Establish excellent communication with department contacts, determine specific goals and priorities that must be met for each event, and develop and identify specific action plans for each contact.
  
  
• Ensure coordination of event related services including facility room arrangements, catering, audio/visual, work orders and other necessary event elements for meetings/programs/activities/conferences scheduled by assigned departments. Create set-up diagrams in Social Tables software identifying room setup and needs for each reserved space to be shared with other departments that assist in facilitating events. Maintain impeccable electronic event files in Event Management System (EMS) software for historic reference.
  
  
• Ensure all policies and procedures relevant to attendee safety are followed, including but not limited to, communication of relevant emergency information to building occupants and outdoor events in the event of emergency evacuation and shelter in place situations.
  
  
• Determine and coordinate support service deliveries through communication with applicable service providers such as USI Dining (Sodexo), Information Technology, Public Safety, Facility Operations and Planning, Risk Management and Environmental Health and Safety via work order request, online services request, email, phone and/or in-person discussion. Prepare detailed event plans and distribute to all individuals/departments involved to ensure a seamless event.
  
  
• Attend weekly pre-conference/pre-event review meetings with Special Events and Scheduling and USI Dining staff.
  
  
• Provide detailed reports and room set-up diagrams scheduled in meeting rooms for all events assigned to this position.
  
  
• Attend weekly staff meetings with Special Events and Scheduling.
  
  
• Assist with special projects.
  
  
• Other duties as assigned.

Required Knowledge and Skills

• Associates Degree or equivalent combination of relevant experience and college coursework required. A minimum of one year experience in event management including scheduling, planning, supporting or coordinating multiple projects required.
  
  
• Strong commitment to customer service with excellent verbal and written communication skills required; ability to communicate effectively in person, electronically and by telephone required.
  
  
• Demonstrated ability to exercise discretion in decision making with the ability to make independent judgments, especially in time sensitive situations.
  
  
• Exceptional organization and time management skills with keen attention to detail and the ability to handle multiple tasks at once required. Ability to successfully execute events under specified time frames required.
  
  
• Competency with all Microsoft Office applications and ability to learn other applications as needed, such as EMS scheduling software and Social Tables room layout software.
  
  
• A strong sense of urgency and highly evolved organization skills in scheduling, event planning, communicating with contacts, meeting time sensitive deadlines. Strong dedication to customer service required.
  
  
• Valid driver’s license required.

Preferred Knowledge and Skills

• Bachelor’s degree preferred.

Regular Work Hours/Travel Requirements

About USI         

The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position include:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.

• Resume

Pre-Employment Screening

A background check will be required for employment in this position.

Authorization to Work in the United States

USI will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the Associate Director of Human Resources, Constance Hermann, at cjhermann1@usi.edu or (812) 461-5363. Contacting the Associate Director of Human Resources is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at HumanRes@usi.edu or (812) 464-1815.

EEO Statement

USI is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities