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Position Classification Description

Position Class Code / Title: A5019 / Events Planner
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 09

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

Designs, establishes, and oversees the integrated logistical and administrative support needs of multiple, complex, and widely distributed educational events, conferences, and/or other events. Assesses program goals, estimates facility, equipment, logistical, and catering requirements, develops program budgets, and negotiates and administers service contracts.

Duties and Responsibilities

  1. Participates in the planning and establishment of goals and objectives for meetings, conferences, and/or events, with respect to budgets, speakers, facilities, technology, equipment, logistical requirements, and other related issues.
  2. Evaluates program/event histories, budget considerations, contractual provisions, and planning committee recommendations to determine requirements as to space, facilities, technology, equipment, lodging, catering, and on-site management.
  3. Serves as principal liaison between contractors, organizers, faculty, and administrators with regards to all facets of the logistical operations support of multiple programs and events.
  4. Negotiates terms, executes, and administers multiple contracts with facilities vendors for services, in accordance with budget constraints and University policies and procedures.
  5. Plans and coordinates complex administrative assignments and special projects within and/or across operating units; gathers, organizes, and assesses information, and develops and prepares recommendations.
  6. Develops and prepares special management studies, surveys, statistics, and a variety of other reports.
  7. Designs and prepares various marketing materials, to include brochures and flyers, for meetings and conferences.
  8. Monitors and coordinates accounting activities as appropriate, and prepares internal reports for management; participates in budget planning and management, as required; may coordinate and administer the purchasing of supplies and/or equipment for the unit.
  9. Participates in various committees and professional organizations.
  10. May assist in or contribute to the planning, coordination, development, and implementation of long-range goals and objectives.
  11. May supervise lower graded staff and/or student employees; may participate in training and evaluative sessions.
  12. May serve as Campus Security Authority as outlined by the Clery Act.
  13. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 5 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 and analyze statistical data and generate reports.
  • Knowledge and understanding of meeting and event planning principles, requirements, procedures, and available resources.
  • Ability to analyze and interpret financial data and prepare financial reports, statements and/or projections.
  • Skill in organizing resources and establishing priorities.
  • Ability to develop, plan, and implement short- and long-range goals.
  • Ability to make administrative/procedural decisions and judgments.
  • Knowledge of conference facilities, technology, and equipment.
  • Ability to create, compose, and edit written materials.
  • Ability to investigate and analyze information and draw conclusions.
  • Knowledge of finance, accounting, budgeting, and cost control procedures.
  • Knowledge of public institution purchasing principles, procedures, regulations, and standards.
  • Ability to perform complex tasks and to prioritize multiple projects.
  • Ability to negotiate and manage contractual arrangements.

Distinguishing Characteristics

    Position requires: a) strategic, integrated decision making in the logistical planning of multiple, complex meetings, conferences, and/or other events; b) independent determination of event budgets and overall logistical requirements; c) negotiation of terms of vendor service contracts and contract administration; d) planning and coordination of complex assignments and projects across multiple organizational units; e) design, development, and production of marketing materials, to include brochures and flyers.

Working Conditions and Physical Effort

  • Light physical activity. Work may involve occasional assistance of others in the manipulation of heavy objects and some standing or walking, usually for not more than 2 hours a day.
  • No or very limited exposure to physical risk.
  • Work is normally performed in a typical interior/office work environment.

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

Revised Date: 03/20/2017