Department

FAMU-FSU College of Engineering

Responsibilities

Responsible for managing the planning and execution of annual events and meetings for stakeholders of the College and performing administrative professional support services for the Dean related to such events. Serves as a resource person for the Dean's leadership team and departments.

Plan and execute events and meetings targeting internal and external stakeholders of the College as directed by the Dean. These events could be in person or virtual. Develop event strategies in alignment with college and university priorities. Develop and monitor budgets for events and meetings. Apply data-driven continuous improvement principles to the development of annual events. Collaborate with the Office of Marketing & Communications in the College (MARCOM) on strategic communications for each event. Recruit, train and manage teams of volunteers for the College's larger events. Develop and maintain partnerships with internal and external vendors to ensure successful execution of events and meetings. Apply creative approaches to event planning and provide outstanding customer service to internal/external stakeholders.

Make all arrangement such as hotel room blocks, venue selection, catering orders, floorplan design, décor, and invitations. All communication pieces are done in conjunction with supervisor. Coordinate or physically set up equipment, including tables, chairs, etc. Review & pre-approve all requests for events held at the College or our affiliated research centers - and route requests to appropriate university contacts for final approval.

Use Adobe Creative Suite and Microsoft Office to print and assemble event nametags; Prepare appropriate disbursements for payments to vendors, venues, etc., for Marketing & Communications Director approval. Prepare and copy meeting materials, setting up meetings, maintain virtual event recordings, etc.

Maintain consistent documentation and records for each event (i.e., proposals, quotes, contracts, invoices, checklists, RSVP reports). Document new departmental processes/procedures and update existing ones. Communicate regarding events with departments, special teams, etc. for event briefings for which position is point person.

Responsible for conference room/event space reservations in the online calendar system. Maintain a college event calendar as per the needs of the college.

Collaborate with other marketing and communications team members to develop event collateral materials, social media coverage, signage, website event information, etc. Develop and maintain RSVP lists and other administrative tasks related to events. Assist Marketing & Communication Director in annual events budget process.

Serves as administrative liaison between the departments, the College, and both University's administration. Assist in college website page design & maintenance. Other related projects ad needed or assigned.

Qualifications

Bachelor's degree and four years' experience or a high school diploma or equivalent and eight years of experience. (Note: or a combination of post high school education and experience equal to eight years.)

A valid Florida or Georgia driver's license or the ability to obtain one.

Preferred Qualifications

Knowledge of the principles and practices of event planning and ability to coordinate, organize and evaluate meetings and/or events.

Ability to write and/or proofread and edit written word and/or information in various formats.

Ability to evaluate process effectiveness and develop change or alternatives.

Knowledge of office practices, procedures, and etiquette.

Knowledge of and ability to interpret and apply related federal, state, and local laws, ordinances, rules and regulations.

Knowledge of applicable computer applications and basic computer functions.

Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.

Helpful

What can I expect in the first 60-90 days? As Event Manager, you can expect your first few months on the job to be fast-paced and exciting. The college has many events year-round and you'll be ramping up immediately. Learning the college culture, administrative processes and launching right into planning, managing and approving events for students, faculty and staff, and alumni will keep you busy in this fast-paced environment. You'll check in with your manager weekly in 1:1 sessions and also during unit staff meetings. As part of the Marketing & Communications group, you'll be integral to dovetailing our events and communication channels to make offerings a success.

What is a typical day in this position? Lots of emails because we are a joint college for two large universities! You'll spend the day approving online event requests, coordinating with staff in other units for resources and manpower, managing our team of part-time student Event Crew, developing menus and agendas, putting events on our CMS-based website, and conceptualizing and building events from the ground-up. You'll work closely every day with the Marcom director and communications staff including social media, photography, etc.

Who is the ideal candidate for this position? We're looking for a self-starter who understands the complexities of working in a large administrative environment. A team player is a MUST. The ideal person is a mix of a people-person who can manage others and someone who makes sure everything is done to a tee. We think someone with good experience in the non-profit or university sectors would be a great fit. However, we are open to anyone who has a knack for organization, upholds ideals of loyalty and ethical behavior, and is able to manage an event from beginning to end independently while working with others would be a perfect fit.

Contact Info

Any questions about the position should be directed to Tisha Keller @ tckeller@eng.famu.fsu.edu

University Information

One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research, encourages creativity, and embraces diversity. At FSU, there's the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow's news!

Learn more about our university and campuses.

FSU Total Rewards

FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.

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How To Apply

If qualified and interested in a specific job opening as advertised, apply to Florida State University at https://jobs.fsu.edu. If you are a current FSU employee, apply via myFSU > Self Service.

Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.

Considerations

This is an A&P position.

This position requires successful completion of a criminal history background check .

Equal Employment Opportunity

An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer.

FSU's Equal Opportunity Statement can be accessed at : https://hr.fsu.edu/sites/g/files/upcbnu2186/files/PDF/Publications/diversity/EEO_Statement.pdf .