Special Events Program Coordinator

The University of Southern California (USC) department of Facilities Planning & Management (FPM) is seeking a Special Events Program Coordinator to join its team.

About USC FPM

FPM (formerly named Capital Construction & Development / Facilities Management Services) is responsible for planning, developing, and maintaining the breadth of the facilities at USC, and is also dedicated to creating a safe environment for our USC community. Woven into every service, safety is of upmost importance. As FPM, this group of innovative and talented professionals provide high quality facilities construction, operations and maintenance services at USC and serve as dedicated stewards of USC and FPM core values. FPM values employee recognition, accountability, collaboration, respect, and trust.

Come and join the FPM team - a team that works as trusted partners shaping an environment of innovation and excellence. Apply today!
 

The Special Events Program Coordinator:

Works with relevant units and departments to design and deliver events for university stakeholders. Coordinates event volunteers and donors and arranges event activities. Gains insight into the engagement and event needs of the broader department by communicating cross- functionally and developing post-event feedback mechanisms. The Special Events Program Coordinator champions the university's vision, culture and values.
 

Job Accountabilities:

• Coordinates and prepares for special events. Designs, coordinates and delivers events, acting as a liaison between relevant departments, schools and/or external stakeholders (e.g., vendors, donors). Works with or gives guidance to volunteers and donors involved in event planning. Determines event staffing needs (e.g., security, janitorial services, catering), authorizing or securing additional workers as required. Attends events to monitor activities and ensure details are handled as planned.
   
• Monitors delivery of goods and services to ensure contract terms are satisfied. Coordinates vendor services for varied goods and services related to special events planning. Researches and maintains current information on volunteers, donors and prospective donors.
   
• Reviews and reconciles budgets and expenditures on a program or event basis. Coordinates with internal members (e.g., budget and finance teams) to process payments to vendors as necessary.
   
• Ensures consistency and quality of materials communicated. Contributes to an inclusive environment, building and maintaining strong cross-functional relationships and a deep understanding of organizational and university cultures. Upholds the principles of the USC Code of Ethics. Demonstrates alignment to strategic plans of the organization and university through words, actions and ideas.
   
• Participates in publicizing events through the coordination of marketing and promotional campaigns and strategies. Identifies target groups, develops concepts, designs and coordinates mailings of promotional materials and invitations, and directs logistical planning. Maintains awareness of shifting organizational priorities and adapts event schedules and timelines accordingly. Maintains records on event activities, progress and status.
   
• Performs other duties as assigned or requested.

The University reserves the right to add or change duties at any time.
 

Minimum Qualifications:

• 2 years of experience in event coordination and/or planning
• Experience with special events planning, fundraising management, or alumni and volunteer relations management
• Experience with contracts and other legal documentation
• Ability to support event planning (e.g., developing co35.10ncepts, creating and estimating budgets, producing promotional materials)
• Experience with audio/visual equipment
• Excellent organizational skills and ability to maintain multiple schedules
• Excellent interpersonal and written and oral communications skills
• Education: high school or equivalent
   

Preferred Qualifications:

• 3+ years of experience in event coordination and/or planning
• Experience in higher education
• Experience planning and coordinating corporate events
• Fluent in one or more languages other than English (e.g., Spanish, Korean)
• Proven leadership and project management abilities
• Understanding of all relevant state and local event regulations
• Education: Bachelor’s degree in Hospitality Management, Business Administration, Communications, Public Relations, or related field(s)
   

Hourly Range:

The hourly rate range for this position is $33.00 - $35.10/hr. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

Benefits:

• USC’s Commitment to You: We offer an excellent package of benefits and programs including, but not limited to:

  • Tuition assistance for you and your family

  • Comprehensive health, dental and vision insurance options

  • 403b retirement account with matching 5% contribution by USC

  • 50% subsidy off Metro, LADOT, and Metrolink passes

  • Explore more on the USC Employee Gateway

#LI-KI1

Minimum Qualifications:

2 years of experience in event coordination and/or planning
Experience with special events planning, fundraising management, or alumni and volunteer relations management
Experience with contracts and other legal documentation
Ability to support event planning (e.g., developing co35.10ncepts, creating and estimating budgets, producing promotional materials)
Experience with audio/visual equipment
Excellent organizational skills and ability to maintain multiple schedules
Excellent interpersonal and written and oral communications skills
Education: high school or equivalent

Preferred Qualifications:

3+ years of experience in event coordination and/or planning
Experience in higher education
Experience planning and coordinating corporate events
Fluent in one or more languages other than English (e.g., Spanish, Korean)
Proven leadership and project management abilities
Understanding of all relevant state and local event regulations
Education: Bachelor’s degree in Hospitality Management, Business Administration, Communications, Public Relations, or related field(s)

                                                  

USC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC observes affirmative action obligations consistent with state and federal law. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations, including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance, and with due consideration for patient and student safety. Please refer to the Background Screening Policy Appendix D for specific employment screen implications for the position for which you are applying. 

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) 821-8100, or by email at uschr@usc.edu. Inquiries will be treated as confidential to the extent permitted by law.

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