Events Coordinator

Job Profile:

Outreach Analyst 2

Job Family:

Outreach Programs

Time Type:

Full time

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:

Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Job Profile Summary:
Develops community outreach program activities and coordinates program fundraising to promote stable and productive relationships between the university and local community.

Job Description:

Position Salary Range:

• $50,000 - $55,000 per year; Depending on experience

ASU Health seeks an experienced Events Coordinator responsible for the hands-on planning, coordination, execution and evaluation of a varied portfolio of events supporting ASU Health and its four academic units: the College of Health Solutions, Edson College of Nursing and Health Innovation, John Shufeldt School of Medicine and Medical Engineering, and School of Technology for Public Health.

As an integral member of the ASU Health Events team within Strategic Marketing and Communications, the Events Coordinator supports events that advance the priorities and strategic goals of ASU Health and its academic units. The Events team manages a broad portfolio of academic, clinical, research, advancement, alumni, student, community and institutional events across a variety of audiences and event formats.

The Events Coordinator serves as a primary coordinator for assigned events, working collaboratively with academic, clinical, research, development, communications, marketing, alumni and administrative partners to plan and execute engaging, accessible and well-organized events. The position manages event logistics from initial planning through post-event closeout, including stakeholder coordination, registration, vendor management, event technology, communications, staffing, on-site coordination, as appropriate.

The position requires strong project management, organizational and problem-solving skills and the ability to manage multiple events and competing priorities in a fast-paced environment. The ideal candidate is a detail-oriented, collaborative self-starter who can independently manage assigned events, anticipate logistical needs, communicate effectively with various stakeholders and adapt to changing event requirements.

The position reports to the Events Manager for ASU Health and requires a flexible work schedule to accommodate occasional evening, weekend and special events.

Essential Duties:

• Plans, coordinates and manages the execution of assigned ASU Health events, including in-person, virtual and hybrid events such as lectures, symposiums, conferences, ceremonies, alumni and development events, community events and other special events.
• Serves as a primary point of contact for assigned events, working with stakeholders to assess event objectives, audience, scope, timeline, budget and logistical needs and providing recommendations for event operations, registration, technology, staffing and other event requirements.
• Develops and maintains event timelines, logistics plans, run-of-show documents, task assignments and other project documentation using Wrike and other event management systems to ensure deliverables are completed accurately and on schedule.
• Manages multiple event timelines and competing priorities, ensuring deliverables are completed accurately and on schedule.
• Develops and manages event registration processes via Stova, including registration setup, attendee communications, registration fields, waitlists, check-in, dietary and accessibility information, reporting and post-event data.
• Coordinates event technology and equipment needs, including registration systems, virtual and hybrid event platforms, audiovisual services, presentation technology and event equipment.
• Collaborates with marketing, communications and other partners to coordinate event communications, promotional needs and key deadlines.
• ·       Coordinates with venues and external vendors for catering, audiovisual services, rentals, entertainment, transportation and other event-related services.
• Tracks event-related expenses, coordinates estimates and purchasing processes, and monitors approved event budgets in accordance with university policies.
• Anticipates potential logistical and operational challenges, develops contingency plans and recommends solutions to support successful events.
• Provides on-site coordination for assigned events, including setup and breakdown, registration and check-in, vendor coordination, speaker support, technology, event staffing, troubleshooting and day-of event operations.
• Collaborates with academic, clinical, research, development, communications, marketing, alumni and administrative partners to plan and execute events that support the goals and priorities of ASU Health and its academic units.
• Completes post-event activities including attendance and registration reporting, vendor and financial follow-up, equipment reconciliation, documentation and event evaluation.
• Contributes to the development and improvement of event processes, tools and best practices to increase consistency, efficiency and the attendee experience across ASU Health.
• Other duties as assigned.

Desired Qualifications:

• Demonstrated knowledge of event planning, operations and logistics.
• Experience planning and coordinating events from initial planning through execution and post-event closeout.
• Experience managing multiple events, projects and competing priorities in a fast-paced, deadline-driven environment.
• Demonstrated knowledge of project management processes, tools and systems, including experience using project management software to manage timelines, assignments and deliverables.
• Experience using event registration and management systems, such as Stova or similar platforms.
• Experience coordinating event technology and technical aspects of in-person, virtual and hybrid events.
• Experience coordinating venues, catering, audiovisual services, rentals, entertainment and other event-related services.
• Experience tracking event-related expenses, coordinating purchasing processes and monitoring approved budgets.
• Demonstrated ability to anticipate logistical challenges, develop contingency plans and identify effective solutions.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and maintain accurate event documentation.
• Strong communication skills and the ability to communicate effectively with a varied range of stakeholders.
• Experience establishing and maintaining effective working relationships with internal partners and external vendors.
• Ability to work independently, exercise sound judgment and adapt to changing priorities and event requirements.
• Experience using Wrike or similar project management systems.

Working Environment:

• Activities are performed in an environmentally controlled office as well as a variety of indoor and outdoor event environments.
• Required to stand for varying lengths of time and walk moderate distances before, during and after events.
• Frequent movement throughout event venues to support event setup, execution and breakdown.
• Use of software and computer equipment for extended periods of time.
• Frequent bending, reaching, lifting, pushing and pulling of equipment and supplies weighing up to 25 pounds.
• May work evenings, weekends and special events based on business needs.
• May travel between ASU campuses and other event locations as needed.

Department Statement:

ASU Health brings together the nation’s most innovative university and its large and interdisciplinary ecosystem to address the health needs of Arizona and the nation.

Through bold initiatives that transform health care delivery, embrace technology to improve health outcomes and expand the health workforce, ASU Health is reimagining how care is designed, taught and experienced.

ASU Health includes the John Shufeldt School of Medicine and Medical Engineering, the School of Technology for Public Health, the Edson College of Nursing and Health Innovation, the College of Health Solutions, the Medical Master’s Institute, the Health Observatory at ASU and ASU Clinics.

Join us and you’ll be part of a team that is redefining health care — from clinic to community, from research to practice — and making real impact for individuals, families, and populations today and for the future.

Driving Requirement:

This position may require driving. Employee must possess a valid US Driver’s license of the appropriate class and required endorsements throughout employment.

Location:

Campus: Downtown Phoenix

Funding:

No Federal Funding

Instructions to Apply:

Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.

To be considered, your application must include all of the following attachments:

• Cover letter
• Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.

Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.

ASU Statement:

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report:

In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

ASU’s comprehensive benefits package is a key part of your total compensation. Visit the ASU Compensation Estimator

Employment Verification Statement:

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement:

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement:

A fingerprint check is not required for this position.