Special Event Coordinator

Office of the SVC and Provost - Pennsylvania-Pittsburgh - (26003235)

The Office of the Provost Business Team is looking for a Special Event Coordinator to support the planning and execution of Office of the Provost events. The Office of the Provost serves as the chief academic leadership unit of the university, overseeing all schools, academic programs, faculty affairs, and student support services. The Office's Business Team supports the operational and administrative functions that advance the Provost's mission, ensuring seamless coordination across departments and institutional initiatives. This role will assist in the planning and execution of a wide range of events, from academic workshops and lectures to large-scale, multi-day conferences.

Job Summary

Facilitates event planning to include budget development, effective marketing strategy employment, vendor contract negotiation, vendor oversight, and event logistics.

Essential Functions

This role oversees all aspects of event planning from start to finish. Responsibilities include meeting with clients to define event goals, gathering logistical requirements, and serving as the primary liaison between internal and external stakeholders. The position oversees budget management, vendor negotiations and contracts, and marketing materials, while ensuring all operational standards and university policies are met. On the day of the event, the role coordinates the execution of the event and afterward conducts post-event evaluations to document outcomes and identify areas for improvement. In addition, the role also coordinates the room reservation process for Office of the Provost owned space.

Physical Effort

Must be able to stand for long periods of time and be able to lift at least 25 pounds.

Assignment Category: Full-time regular

Job Classification: Staff.Events Planner

Job Family: Administrative Support

Job Sub Family: Events

Campus: Pittsburgh

Minimum Education Level Required: Bachelor's Degree

Minimum Years of Experience Required: 1

Will this position accept substitution in lieu of education or experience: Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.

Work Schedule: Monday- Friday, 8:30 a.m. - 5:00 p.m.

Work Arrangement: Hybrid: Combination of On-Campus and Remote work as determined by the department.

Hiring Range: To be determined based on qualifications

Relocation_Offered: No

Visa Sponsorship Provided: No

Background Check: For position finalists, employment with the University will require successful completion of a background check

Child Protection Clearances: The following PA Act 153 clearances and background checks are required prior to commencement of employment and as a condition of continued employment: PA State Police Criminal Record Check, FBI Criminal Record Check, PA Child Abuse History Clearance.

Required Documents: Resume, Cover Letter

Optional Documents: Not Applicable