Work type: Support Staff
Major Administrative Unit / College: Michigan State University
College Of Law
Department: Michigan State University College Of Law
Salary: Salary Commensurate with Experience
Location: East Lansing
Categories: Full Time (90-100%), Administrative Professionals- AP, Administrative/Business/Professional,
Office/Clerical Support, Union
Position Summary
The College of Law Project/Event
Coordinator oversees, implements full cadre of Law College events and symposia
in conjunction and oversight by the Senior Director of Development. The
Coordinator will facilitate programs for faculty, academic directors, and
student leaders for the advancement of the Law College; select all venues, food
service, menu, security, and other logistics, as appropriate, all while
adhering to strict budget and details; approves and coordinates events
requested by external groups per policy. The Coordinator will also provide
administrative assistance for the Advancement Team, including direct support
for the Senior Director of Development, travel support and athletic ticket
management.
DUTIES AND RESPONSIBILITIES
Event Management (45%)
- Serves as lead facilitator for
schoolwide committee with planning, managing, overseeing, assisting in and
participating in the planning and implementation of Spring Commencement in
conjunction with the Registrar’s Office, Office of Student Affairs, Dean’s
Suite, Career Services, Communications, and Admissions Office.
- Develops and manages event budgets.
Works closely with vendors to ensure accuracy of billing, delivery of
contracted services and any adjustments that may occur.
- Evaluates and coordinates special
projects on and off campus.
- Gathers and analyzes information from
various sources in order to make determinations, decisions and
recommendation as to the appropriateness of events.
- Works with both student organizations,
law reviews, other departments and professors to plan annual conferences
and symposiums. Such as, Midwest Securities Institute, Indigenous Law
Conference, International Law Review Conference all of which require
travel and hotel for up to 10 speakers per conference.
- Develops and maintains positive
relations with faculty, students, community representatives, and related
public in order to assist in a successful event.
- Serve as a liaison between the donor/prospect
and the college to ensure that information and service that may be desired
are provided to the full extent permitted by university policy, rules, and
regulations
Event Coordination (45%)
- Coordinates and chairs planning
meetings for upcoming events.
- Coordinates and monitors the schools
calendar including all classes, review sessions and department specific
programing, so that events don't conflict with religious holidays. Any
food ordering that requires a caterer.
- Interacts with sponsors, donors and
others for obtaining personal and/or company information for coordinating
promised recognition. Works closely with vendors in properly executing
contracted services (e.g. catering).
- Prepares detailed event agendas that
account for related activities and schedules, in a standard format
routinely used to communicate with colleagues, contractors and
administrators.
- Retains and directs the activity of
external contractors and vendors engaged in the production of events,
including negotiation of prices, terms and conditions of related contracts
and service agreements. Including hotels, airlines, travel agencies,
restaurants, caterers, musicians, designers, florists, audio-visual and
transportation companies etc. – in order to coordinated and discuss information
related to events.
- Initiates and manages and reconciles
data, in cooperation with colleagues in systems, for use in mailings,
reports, nametags and related event applications.
- Ascertains resources and locations
(including occasional site-visits) maintains relationships with off-site
vendors for law college events.
