Events Coordinator

Job Purpose

To develop, plan and co-ordinate the delivery of a wide range of events / projects for the Adam Smith Business School, ranging from small workshops to large-scale guest speaker events and academic research conferences. The Events Coordinator will provide dedicated support to the lead academics and senior members of the events team and co-ordinate a range of activities to deliver successful virtual, hybrid and face-to-face events / projects.

Please note, some evening or weekend work may be required on occasion.

Main Duties and Responsibilities

1. Organise the end-to-end planning and delivery process for a range of virtual, hybrid and face-to-face events. Effectively plan and organise all necessary elements which may include budgeting, registration, guest lists, enquiries, venues, catering, social programme, student helpers, transport and logistics to ensure the event / project is successful.

2. Co-ordinate all on-site elements including troubleshooting issues as and when they arise whilst ensuring the University's reputation and profile is properly maintained throughout. Respond to unforeseen issues and seek resolution where possible. Pre-empt issues by conducting pre-event risk assessments and by carrying out routine checks throughout.

3. Conduct briefing meetings with all service providers to ensure they are fully informed on what is required and consequently are able to devise suitable operational schedules. Communicate relevant feedback to ensure continuous improvement of the quality of service provision. Briefings will include running order, final information, safety announcements and identification of staff members responsible for delivering each section of the service.

4. Attend and contribute to formal organising meetings, and meet with service providers, external suppliers, internal university teams and various others to ensure that the event / project is managed effectively and that all stakeholders have ownership. During these meetings highlight potential issues; share confidential/security information; discuss protocol and share expectations.

5. Work closely with colleagues to ensure consistent marketing and branding of events / projects. Manage all promotional materials and marketing collateral associated with events. Liaise with internal and external suppliers to develop a range of branded items to be used as promotional gifts.

6. Work closely with colleagues to ensure appropriate communication, including digital communication, to publicise events and ensure effective follow-up, evaluation and development of events / projects and contacts afterwards.

7. Develop and contribute to an overall calendar of School events, conferences, symposia, seminars and student training workshops to ensure an appropriate and planned schedule throughout the session.

8. Undertake other tasks in line with the post as required.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential:

A1 SCQF level 7 (Advanced Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent.

A2 An understanding of the principles of customer relationship management and events management.

A3 Good knowledge of the use of Zoom webinar and Zoom meetings for events.

Desirable

B1 Knowledge of marketing and communications.

Skills

Essential

C1 Proven ability to plan, organise and prioritise tasks.

C2 Excellent communication and interpersonal skills.

C3 Excellent organisational skills and the ability to work to deadlines.

C4 Ability to work on own initiative and within a team.

C5 Excellent attention to detail.

C6 Ability to build effective working relationships with both internal and external colleagues.

C7 Negotiation and persuasion skills.

C8 Excellent problem-solving skills.

C9 Highly effective user of Microsoft Office suite (Excel, Word, Outlook, PowerPoint).

C10 Strong customer service skills.

C11 Ability to work flexibly and adapt to changing environments.

C12 Excellent numerical skills.

Desirable:

D1 Experience of using content management systems.

D2 Experience of web editing and use of T4 web publishing software.

D3 Experience of using delegate management systems.

Experience

Essential:

E1 Events coordination experience.

E2 Relevant experience of personal development in a similar role.

E3 Experience of organising high-profile events.

E4 Experience of managing a wide and varied workload with the ability to prioritise and complete tasks meeting assigned deadlines.

E5 Experience of using social media to promote activity and information and digital copy writing.

E6 Experience of dealing with external agencies and suppliers.

E7 Experience of purchasing goods and services.

Desirable:

F1 Experience working in a higher education institution.

F2 Marketing experience in higher education.

F3 Experience of working on virtual and hybrid events

Closing date: 19 July 2024

Terms and Conditions

Salary will be Grade 5, £25,138 - £29,605 per annum.

This post is full time and open ended.

As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https: // www. gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University https: // www. gla.ac.uk/myglasgow/staff/healthwellbeing/.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https: // www. gla.ac.uk/myglasgow/humanresources/equalitydiversity/.

We endorse the principles of Athena Swan https: // www. gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website https: // www. gla.ac.uk/explore/jobs/ for more information.

Vacancy Ref : 149888 Close Date : 19-Jul-2024 23:45