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Event Coordinator

Apply now Job no: 497155
Work type: Full-Time
Location: University City - Philadelphia, PA
Categories: Drexel University, Westphal College of Media Arts & Design

About Drexel

Drexel is one of Philadelphia's top 10 private employers, a comprehensive global research university and a major engine for economic development in the region. With over 24,000 students, Drexel is one of America's 15 largest private universities. Drexel has committed to being the nation’s most civically engaged university, with community partnerships integrated into every aspect of service and academics.

Job Summary

Drexel University’s Westphal College of Media Arts & Design seeks an Event Coordinator to assist in the planning, coordination, and execution of special events and programs hosted by the College. A qualified candidate will have experience in event or project management, strong communication skills, and ability to multitask and problem solve. 

The Event Coordinator works directly with Westphal College’s Office of the Dean and Director of Communications and Events to plan and execute a wide range of events including, but not limited to, Westphal’s graduation ceremony, lectures, conferences, internal faculty and staff events, campus-based and off-campus events, virtual events, and community events. The position will also be the point of contact for those seeking to partner with Westphal College on sponsorships, events, and external affairs.

Essential Functions

  • Coordinating across departments and academic units to plan and execute internal and external facing events.
  • Managing events onsite, anticipating and solving any problems that may arise.
  • Continually evaluating success of events and identifying opportunities for systematic improvement, particularly with events that recur annually (Commencement, Welcome Week, Fashion Show, Senior Exhibition of Work, etc…)
  • Working with Communications team to develop necessary creative (invitations, graphics, signage, etc.) and promote events to target audience.
  • Maintaining a budget for events.
  • Storing and maintaining inventory of event and party materials.
  • Coordinating with necessary third-party vendors and processing payment for services.
  • Working with Drexel University’s Office of General Counsel, Risk Management, and other necessary units to negotiate contracts and partnerships on behalf of Westphal College.
  • Securing necessary audio-visual, catering, food and beverage, and production needs.
  • Coordinating and managing virtual events; involves oversight of Zoom licenses in the College community, ensuring that virtual events are conducted with privacy and cyber-security measures in place.
  • Developing briefing documents and talking points for College leadership participating in the event.
  • Maintaining the calendar of events on Westphal’s website.
  • Manage requests to use Westphal College's facilities and coordinate with outside organizations hosting events at the College.
  • Serving as liaison for VIP attendees and guests of honor, as needed.
  • Arranging travel and accommodations for guests, visiting artists and lecturers, as needed.
  • Processing requests for sponsorships and arranging payment from event hosts.
  • Facilitating participation by Westphal College staff, students, and faculty in events the College sponsors.
  • Serving as a knowledgeable, front-facing representative of Westphal College.
  • This position requires a physical presence at numerous events, necessitating some evening and weekend hours.

Required Qualifications

  • HS Diploma or GED
  • Minimum of 2 years experience in event or project management, preferably in higher education
  • Strong written and oral communication skills
  • Excellent interpersonal skills and collaborative team skills
  • Ability to handle multiple guests and operational demands with a high degree of professionalism
  • Experience with virtual meeting and event software (i.e. Zoom)
  • This position requires a physical presence at numerous events, necessitating some evening and weekend hours.
  • This position requires sitting, standing, walking, and potentially lifting up to 25 lbs

Preferred Qualification

  • Bachelor’s degree
  • Experience with web content management systems (Sitecore CMS a plus)
  • Knowledgeable of social media platforms and up-to-date on trends
  • Functional knowledge of audiovisual technology a plus

Additional Information

This position is classified as Exempt with a salary grade of K. For more information regarding Drexel’s Professional Staff salary structure, https://drexel.edu/hr/career/ducomp/salstructure/

Location

University City – Philadelphia, PA

Special Instructions to the Applicant

Please make sure you upload your CV/resume and cover letter when submitting your application.

Review of applicants will continue until a suitable candidate pool is identified.

Advertised: Eastern Standard Time
Applications close: Eastern Standard Time

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Printed copies of this report are also available by calling the Public Safety Administrative Office, 215.895.1550.

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Position Type

Work type

Locations

Philadelphia

Categories

Division / College
Organization