Event Planner, Sr

Position Title: Event Planner, Sr

Employee Classification: Event Planner,Sr

College/Division: Arts and Sciences College

Department: 330050-AEROSPACE STUDIES

Internal or External Search: External - Open to all applicants

Location: Las Cruces

Offsite Location (if applicable):

Target Hourly/Salary Rate: Commensurate with qualifications.

Appointment Full-time Equivalency: 1.0

Exempt or Non-Exempt: Exempt

Summary: Designs, establishes, and oversees the integrated logistical and administrative support needs of multiple complexes. Plans educational events, conferences, and other events. Assesses program goals, estimates facility, equipment, logistical, and catering requirements, develops program budgets, and negotiates and administers service contracts. Markets and promotes conference services, negotiates contracts, schedules facilities, and manages catering arrangements.May oversee housekeeping and guest services.

Classification Summary:

Designs, establishes, and oversees the integrated logistical and administrative support needs of multiple complexes. Plans educational events, conferences, and other events. Assesses program goals, estimates facility, equipment, logistical, and catering requirements, develops program budgets, and negotiates and administers service contracts. Markets and promotes conference services, negotiates contracts, schedules facilities, and manages catering arrangements.May oversee housekeeping and guest services.

Classification Standard Duties:

Works under minimal supervision. Assignments are broad in nature, usually requiring originality, ingenuity and independent decision making. Has appreciable latitude for unreviewed action or decision. Markets and coordinates conferences and workshops at university facilities to internal departments and external groups. Negotiates,executes and administers contract terms; maintains records of conference contracts. Oversees the facilitation of conference activities including coordination of food services, facility maintenance, and staffing. Invoices, collects, deposits, and accounts for revenues generated through conferences, in accordance with university policies and procedures. Manages custodial activities for assigned service locations, ensuring maintenance of current cleanliness, safety, and functionality standards. May oversee housekeeping and guest services. Manages the housing facilities recreational area and the scheduled programs. Oversees the supervision of personnel, which includes work allocation, training, promotion and enforcement of internal procedures and controls, and problem resolution; evaluates performance and makes recommendations for personnel actions; motivates employees to achieve peak productivity and performance. Responds to inquiries and researches and resolves problems related to transactions handled by the unit; serves as liaison with other constituencies in the resolution of day-to-day issues.Develops recordkeeping procedures and manages department records in accordance with applicable regulations, policies, and standards. Participates in the development and management of operating budgets for the unit; prioritizes and tracks unit expenditures. Participates in the development of operating goals and objectives; recommends, implements, and administers methods and procedures to enhance operations. Ensures adherence to established University and departmental policies and procedures, objectives, quality assurance programs, and safety standards. Performs miscellaneous job-related duties as assigned.

Required Education, Experience, Certification/License, Equivalency

Required Education:Bachelor's degree in a related field.; Required Experience:Three (3) years of experience directly related to the standard duties as outlined.; Equivalency:An Associate's degree and five (5) years of related experience; or, seven (7) years of related experience may substitute for the Bachelor's degree.; Required Certification/License:

Knowledge, Skills and Abilities

KNOWLEDGE:Knowledge and understanding of meeting and event planning principles, requirements, procedures, and available resources. Knowledge of conference facilities, technology, and equipment. Knowledge of finance, accounting, budgeting, and cost control procedures. Knowledge of public institution purchasing principles, procedures, regulations, and standards. Knowledge of cash management principles and/or procedures. Knowledge of contract documents and specifications. Knowledge of marketing strategies, processes, and available resources. Knowledge of organizational structure, workflow, and operating procedures.; SKILLS:Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community. Skill in organizing resources and establishing priorities.; ABILITIES:Ability to gather and analyze statistical data and generate reports. Ability to analyze and interpret financial data and prepare financial reports, statements and/or projections. Ability to develop, plan, and implement short- and long-range goals. Ability to make administrative/procedural decisions and judgments. Ability to create, compose, and edit written materials. Ability to investigate and analyze information and draw conclusions. Ability to perform complex tasks and to prioritize multiple projects. Ability to negotiate and manage contractual arrangements.

Job Duties and Responsibilities

Under minimal supervision, plans and organizes annual Cadet events, to include dining-ins/outs, commissioning ceremonies, history staff rides, and graduation requirements. Coordinate Cadet support to university athletic programs. Coordinate annual Cadet support to university wide holiday and veteran programs. Coordinate recruiting events for both ROTC programs. Responsible for liaison with university offices, agencies, colleges, and departments to assist Army and Air Force ROTC to execute education and training of their Cadet populations. Responsible for executing hiring actions of affiliate personnel annually. Responsible for supporting Cadet students with de-conflicting required Cadet training and classroom requirements as well as arranging tutoring as needed. Supervises both departments' process for deciding and awarding university provided Cadet scholarships. Serves as the Young Hall building security monitor.

Preferred Qualifications

Special Requirements of the Position

Department Contact: Adam Weiser,,

Contingent Upon Funding: Not Applicable

Bargaining Unit Eligibility: This is NOT a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME).

Standard Work Schedule: Standard (M-F, 8-5)

If Not a Standard Work Schedule:

Working Conditions and Physical Effort

Environment: Work is normally performed indoors.

Physical Effort: Light physical effort. Effort applies to no more than two (2) hours per day.

Lifting Requirements: Requires handling of average-weight objects up to 10 pounds or some standing or walking.

Risk: No or very limited exposure to physical risk.