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Position Classification Description

Position Class Code / Title: A5007 / Coord,Special Events
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 08

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.

Summary

Plans and coordinates conference meetings, banquets, and/or other special events. Schedules related activities and facilities. Prepares and maintains required documentation.

Duties and Responsibilities

  1. Coordinates planning for conferences and special events, including consulting with conference or event directors to establish goals, services required, and fee schedules.
  2. Arranges space, exhibits, guest accommodations, tours, banquets, receptions, and other applicable conference activities.
  3. Monitors and prepares reports on revenues and expenditures to ensure cost effective programs.
  4. Provides on-site coordination which includes problem-solving, decision-making, and interaction with local vendors.
  5. Prepares and provides post-activity evaluation data, as appropriate to the objectives of the position; prepares scheduled and special reports as required.
  6. May perform a variety of administrative functions, including data management and correspondence.
  7. May participate in conference or event marketing by developing, designing and distributing advertising, press releases, mailings, posters, flyers, newsletters, brochures, and other promotional materials.
  8. May supervise and/or lead lower graded staff and/or student employees.
  9. Acts as liaison to event participants, prepares promotional materials and correspondence to participants; may hire and train special event support staff and/or student employees.
  10. May serve as Campus Security Authority as outlined by the Clery Act.
  11. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 3 years of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Ability to gather data, compile information, and prepare reports.
  • Skill in the use of personal computers and related software applications.
  • Knowledge of space allocation practices and principles.
  • Ability to analyze and solve problems.
  • Ability to supervise and train assigned staff.
  • Ability to develop, plan, and implement short- and long-range goals.
  • Knowledge of procurement rules and regulations.
  • Ability to coordinate and organize meetings and/or special events.
  • Knowledge of finance, accounting, budgeting, and cost control procedures.
  • Negotiating skills.

Distinguishing Characteristics

    Position requires: a) operational planning of conferences and/or special events; b) working with events principals in the establishment of required services and fee schedules; c) arrangement of events facilities and services; d) on-site coordination and administrative interaction with vendors; e) monitoring and reporting on event revenues and/or expenditures; f) preparation of event promotional materials and correspondence.

Conditions of Employment

  • This position is represented by a labor union and is subject to the terms and conditions of the USUNM Collective Bargaining Agreement.

Working Conditions and Physical Effort

  • Work may be performed in an office environment, arts center, theatre or classroom facility.
  • Moderate physical activity. May require physical effort including lifting up to 25 pounds and some extended periods of standing or walking.
  • No or very limited exposure to physical risk.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 03/20/2017