Are you passionate about creating unforgettable experiences for students while also shaping the future of education? Look no further! We're seeking a dynamic individual to join our team as an outreach & special events coordinator. At the Department of Physics & Astronomy, we're dedicated to fostering a vibrant learning environment. We believe in empowering students to reach their full potential by providing innovative programs, events, and opportunities for growth.
Summary of Responsibilities: The Outreach & Special Events Coordinator is responsible for executing undergraduate and graduate strategic recruitment efforts, managing departmental efforts, and coordinating special events. This position serves as the primary point of contact for departmental events and internal communications.
Responsibilities:
Student Recruiting: Responsible for executing undergraduate and graduate student strategic recruitment efforts, represent the department at on campus recruitment and outreach events; attends select conferences throughout the United States to recruit graduate students and organizes departmental presence at these professional meetings; researches various recruiting strategies and market research in an effort to evaluate recruiting progress and develop new initiatives. Serves as a resource when meeting individually with prospective students and their families to discuss the department academic programs. Serve as department’s primary point of contact for prospective students and families and timely respond to all inquiries including phone, email, text, chat, and in-person walk-ins. Works with College’s communications team (SciComm) on the strategic execution of marketing, communications, and promotional efforts for student recruitment and special events. Provide support to department student organizations and staff campus involvement. Coordinates with SciComm and faculty committees to develop and order promotional items, recruitment mailings, signage for events and other pieces necessary for the day-to-day functions of recruitment and outreach. Assist inventory management of the department's promotional items, while ensuring brand compliance with university. 50%
Department Special Events: Responsible for planning and logistics of departmental events including promoting (social media and print materials), making room reservations, coordinating catering, preparing required forms for catering, prepares materials, etc. for conferences, workshops, awards ceremony, speaker series, and annual department activities. Plan, implement, and execute special events including but not limited to conferences, workshops, colloquiums, awards ceremonies, and annual department activities in accordance with established policies and guidelines. Manage all elements within established timelines such as event preparation, venue coordination, booking colloquium visitors, catering, accessibility, vendors, photography/video, technology, promotional materials, event staffing and volunteers before and during events, oversee post-event activities. 45%
Coordinate payment of goods and services including processing of expense reports. Stay abreast of LaCarte and procurement policies and is responsible for reconciling LaCarte and LSU Foundation credit card expenditures; conduct other administrative duties related to special event planning. Submit expense reports and audit travel expenses for colloquium visitors. Prepares registrations and coordinates funding intake with department business manager. Maintain department specific web pages and assist with creating and monitoring conference specific web pages. Represent department at a minimum of 2 events per semester. Other duties as assigned. 5%
Minimum qualifications: Bachelor's degree in related field. Available to work nights and weekends for scheduled recruiting or special events few times per semester.
LSU values skills, experience, and expertise. Candidates who have relevant experience in key job responsibilities are encouraged to apply— a degree is not required as long as the candidate meets the required years of experience specified in the job description.
Preferred Qualifications:
Background Check - An offer of employment is contingent on a satisfactory pre-employment background check.
Benefits - LSU offers outstanding benefits to eligible employees and their dependents including health, life, dental, and vision insurance; flexible spending accounts; retirement options; various leave options; paid holidays; wellness benefits; tuition exemption for qualified positions; training and development opportunities; employee discounts; and more!
Positions approved to work outside the State of Louisiana shall be employed through Louisiana State University’s partner, nextSource Workforce Solutions, for Employer of Record Services including but not limited to employment, benefits, payroll, and tax compliance. Positions employed through Employer of Record Services will be offered benefits and retirement as applicable through their provider and will not be eligible for State of Louisiana benefits and retirement.
All candidates must have valid U.S. work authorization at the time of hire and maintain that valid work authorization throughout employment. Changes in laws, regulations, or government policies may impact the university’s ability to employ individuals in certain positions.
For questions or concerns related to updating your application with attachments (e.g., resumes, RS:17 documents), date of birth, or reactivating applications, please contact the LSU Human Resources Management Office at 225-578-8200 or email HR@lsu.edu. For questions or concerns regarding the status of your application or salary ranges, please contact the department using the information provided in the Special Instructions section of this job posting.