University Communications and Marketing, which includes the University Events team, provides strategic leadership to protect, advance, and elevate the university's brand and reputation in Indiana and around the world by creating guiding resources for and collaborating with communications and marketing partners across all IU campuses, schools, departments, and centers. The University Events team strives to create world-class events and experiences for Indiana University. University Communications and Marketing, which includes the University Events team, provides strategic leadership to protect, advance, and elevate the university's brand and reputation in Indiana and around the world by creating guiding resources for and collaborating with communications and marketing partners across all IU campuses, schools, departments, and centers. The University Events team strives to create world-class events and experiences for Indiana University.
Job Summary
Indianapolis Event and Conferences Services is seeking an Event Services Specialist responsible for event management for a variety of event types and venues. The Event Services Specialist will primarily be responsible for on-site event management as well as the daily operations of event-setup.
Department Specific Responsibilities
Serves as the manager on duty at select events, overseeing all aspects of event staff and venue operation
Manages, hires, trains, and retains hourly employees.
Maintains awareness and readiness to implement emergency procedures across all managed facilities.
Identifies partners on campus to expand guest service operations to additional events and venues across campus.
Supports business operations of the department, including payroll processing and invoice creation.
Oversees the daily operations of event set-up (tables, chairs, and linens) for all of our spaces in Hine Hall, Tower, and Madam Walker Legacy Center.
Creates space diagrams
Updates and maintains inventory of event tables, chairs, and linens.
General Responsibilities
Plans a variety of recurring and ad hoc events for the university and oversees budgets, vendor contracts, transportation, catering, signage, equipment, technology, and other event components. Coordinates event activities prior to and on the day of events.
Consults with internal and external constituencies to plan event timelines and specifications and negotiate the terms of agreements and contracts.
Works closely with vendors and staff to ensure goods and services arrive timely and in acceptable condition for events.
Interfaces with media and/or marketing and communications representatives regarding calendar of events and event publicity.
Tracks and analyzes event metrics, such as attendance, participant feedback, and expenses; monitors effectiveness and return of investment; tracks suggested event improvements for future implementation in recurring events.
Ensures events adhere to university guidelines and policies and event contracts, agreements, and specifications.
May make procedural and policy recommendations to improve operational efficiency.
May provide guidance to lower-level Event Services Specialists; may delegate administrative tasks to Event Services Coordinators.
Qualifications
Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.
EDUCATION
Required
Bachelor's degree in business, finance, public administration, or related field
WORK EXPERIENCE
Required
2 years in events, hospitality, or related field
SKILLS
Required
Proficient communication skills
Maintains a high degree of professionalism
Demonstrated time management and priority setting skills
Demonstrates a high commitment to quality
Possesses flexibility to work in a fast paced, dynamic environment
Seeks to acquire knowledge in area of specialty
Highly thorough and dependable
Demonstrates a high level of accuracy, even under pressure
Working Conditions / Demands
This role regularly requires the ability to effectively communicate. This role frequently requires the ability to handle equipment. This role frequently requires the ability to remain stationary and ascend/descend ladders/stairs. This role requires the ability to move objects weighing up to 100 pounds. The role requires the ability to detect items in close proximity as well as far away; discern between colors; detect objects in peripheral space of self; discern items in detail; and to have good depth perception. The person in this role must be able to perform the essential functions with or without an accommodation.
Work Location
Indianapolis, Indiana
Work Hours
Required to work evenings and weekends dependent on business needs.
Benefits Overview
For full-time staff employees, Indiana University offers a wide array of benefits including:
Multiple plan options for medical insurance
Dental insurance
Health Savings Account with generous IU contribution
Life insurance, LTD, and AD&D options
Base retirement plan contribution from IU, subject to vesting
Additional supplemental retirement plan options
Tuition benefit for IU classes
10 paid holidays per year
Generous Paid Time Off
Paid Parental Leave
Employee Assistance Program (EAP)
Learn more about our benefits by reviewing our online Benefits Brochure.
Job Classification
Career Level: Career
FLSA: Exempt
Job Function: Operations
Job Family: Events Click here to learn more about Indiana University's Job Framework.
Posting Disclaimer
This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.
If you wish to include a cover letter, you may include it with your resume when uploading attachments.
Equal Employment Opportunity
Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.
Campus Safety and Security
The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.
