External Relations Event and Department Coordinator
Louisiana State University
4033 Business Education Rotunda
2d ago

Pay Grade : Job Description :

Job Description :

75% -Event Management : Plan, implement, and / or oversee in-person and virtual events for the E. J. Ourso College of Business managing all project delivery elements within a set timeline.

Work with all college units to plan and execute events as requested. Provide resources and expertise for events that are not to be directly planned and / or executed.

  • Interact and contract with outside vendors according to LSU guidelines. Maintain positive working relationships with vendors.
  • Organize facilities and manage all event details, including but not limited to event set up, décor, catering, entertainment, parking, location reservations, audience, program, equipment, promotional materials, technology elements.
  • Ensure compliance in accordance with LSU insurance, legal, health, and safety obligations.
  • Establish staffing requirements and coordinate their activities.
  • Work closely with marketing and design managers on ER team to promote and publicize events.
  • Produce event-related materials as needed, including but not limited to PowerPoint presentations, signage, digital invitations, emails, social media posts, agendas.
  • Evaluate yearly events hosted by the college, make recommendations for improvements, and, when appropriate, identify gaps where new events / programs can be implemented or discontinued.
  • Provide post-event feedback and outcome reports to key stakeholders.
  • Attendance at events is occasionally required, including 2-4 evening and / or weekend events per year.
  • 15% -Finance : Maintain the External Relations department budget and all required documentation for both LSU and LSU Foundation accounts.

    Reconcile credit card statements for the director and assistant director using the college’s finance management system process vendor invoices for payment.

    Prepare and distribute invoices and receive payments pertaining to building rentals. Maintain financial reports on all events.

    Handle all department purchasing. Analyze department and event budgets and make recommendations for cost-saving opportunities based on expenditure effectiveness and return on investment.

    10%- Administrative : Work with LSU units and outside entities who request the use of the BEC. Maintain the reservations requests in the university-dedicated room reservation system.

    Evaluate all requests with a complete understanding of the college’s calendar, needs, and building / event policies. Maintain inventory and storage of event assets, supplies, and promotional materials.

    Order all supplies as needed or requested. Work with appropriate LSU departments to ensure approvals on all purchases. Performs other administrative duties as assigned.

    Minimum Qualifications :

    Education Level : Bachelor's degree

    Years of Experience : 3-5 years

    Specific Experience : Event planning, project management, marketing and / or public relations experience.

    Competencies :

    Knowledge of applicable computer applications and basic computer functions. - Advanced

    Ability to communicate effectively verbally and in writing. - Advanced

    Ability to develop and implement a successful marketing plan / strategy.-Beginner

    Ability to prepare and monitor budget information. - Proficient

    Ability to establish and maintain effective working relationships.- Proficient

    Ability to utilize technical skills. - Beginner

    Ability to perform accurately in a detail oriented environment. - Advanced

    Ability to meet project deadlines. - Advanced

    Ability to understand and follow written and oral instructions. - Advanced

    Ability to utilize problem solving skills. - Advanced

    Additional Job Description :

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