Program and Events Coordinator, Leadership and Character

Essential Functions:

• Uses independent judgment to lead the planning and coordination of sponsored special events and programs from beginning to end (i.e. communication with participants and audiences, menu planning, site selection and reservation, compiling information for event materials, coordinating audio and visual needs, ensuring adequate staffing, security, and coordination of event set-up and break down with vendors).

• Shares responsibility for programs and events planned and/or supported by the ECI and Program for Leadership and Character, to include but not limited to: recruitment, promotion, menu planning, rental orders, space reservations, parking, security, and coordination of event set-up/break down with catering/facilities/other vendors.

• Assists with coordination and implementation of events and programs in partnership with the Office of University Events and other campus partners. 

• Assists with generating facilities work orders, transportation and parking requests, security requests, and catering orders for events.

• Attends events sponsored and/or supported by the ECI and Program and performs duties as assigned including facilitating operations, completing basic reporting and follow-up, and ensuring all aspects of events are implemented and executed according to plans.

• Ensures settlement of programs and events by submitting invoices, ensuring rented and borrowed items are returned, completing reporting, and ensuring the event site has been appropriately cleaned.

• Provides clerical and administrative support, including processing of incoming and outgoing materials, data entry, filing, copying, scanning, and mailings, with careful attention to detail.

• Organizes the travel schedule for event participants, including arranging transportation, lodging, and other travel needs, and determines best itineraries with possible conflicting requests.

• Works with the Communications team to ensure that programs are being advertised effectively to audiences.

• Provides administrative support for program and event registration, including potentially using event management online software.

• Manages online meetings or conferences held via Zoom or similar.

• Supervises student workers, volunteers, and vendors.

• Performs other related duties as assigned.

• Manage event timelines and schedules.

• Prepare and manage event and program budgets while tracking expenses to ensure spending stays within limits.

• Responsible for submitting, tracking, and approving team, vendor, and associated persons expense reports. 

• Serve as the main point of contact for vendors, partners, and participants.

• Assist international travelers with necessary documentation needed for travel and reimbursement approval

• Keep accurate records of travelers documentation and schedules.

Required Education, Knowledge, Skills, Abilities:

• College education in a related field of study or four years of experience to include an understanding of event planning and management

• Two or more years of direct experience with program coordination and/or event planning

• General knowledge of program and event planning and management strategies, processes, and available resources.

• Ability to communicate effectively, both orally and in writing, with diverse populations, including administration, faculty, staff, students, and community partners.

• Commitment to promoting diversity, equity, and inclusion through the program and event planning process.

• Demonstrated ability to:

• Work independently with minimal supervision.

• Solve problems creatively.

• Be a constructive and cooperative member of a team.

• Navigate complex relational dynamics with a variety of stakeholders.

• Develop collaborative relationships with a wide range of people.

• Exceptional organizational skills, attention to detail, and project management.

• Ability to manage and meet deadlines on multiple tasks while maintaining quality.

• Good character, wise judgment, and a strong work ethic. 

• High standards of professionalism and the ability to navigate a variety of social contexts.

• Proficiency in Word, Excel, Adobe and Google documents.

• Experience with graphic design (Photoshop, Canva).

• Commitment to the mission of the Program for Leadership and Character and willingness to learn more about leadership and character development.

• Openness to feedback and a commitment to personal and professional growth. 

• Ability to represent the Program and the University in a professional manner. 

• Ability to work evenings and weekends as required.

• Ability to perform moderate physical work; ability to exert up to 40 pounds of force occasionally and/or a negligible amount of force frequently and constantly to move objects.

• Ability to meet the University’s automobile insurance policy.

Preferred Education, Knowledge, Skills, Abilities:

• Experience in higher education.

• Experience with reading and managing contracts. 

Accountabilities:

• Works under minimal supervision.  

• Responsible for his/her own work.

Physical Requirements:

• Light work that includes moving objects up to 20 pounds. 

Environmental Conditions:

• No adverse environmental conditions expected.

This position is not eligible for sponsorship of non-immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply.