Coordinator, Event Planning & Scholarships

The College of Education Dean's Office is seeking an experienced professional responsible for executing a variety of college events, managing the college's scholarship program, and providing administrative support as directed. The ideal candidate will possess excellent organizational skills, be able to multitask in a fast-paced environment, have excellent writing and verbal communications skills, and a professional demeanor. This position requires a flexible work schedule, including some evenings and weekends, and use of personal vehicle required for errands with the ability to drive according to the University Fleet Safety Policy. Familiarity with the University of Arizona

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

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Duties and Responsibilities:

• Coordinate all logistical aspects of event planning such as scheduling, marketing and announcements, catering orders, facility rentals, setup, tear down & cleanup, security, staffing, event sequencing logistics, technical, audio/visual and equipment usage, and other special needs for numerous College of Education events including the College Convocation.
• Coordinates and/or performs a variety of activities which may include registration, schedules and timelines, and speaker/guest support.
• Assist in the development and management of event budgets to ensure financial sustainability and cost-effectiveness.
• Collaborate with internal and external stakeholders, including faculty, sponsors, and partners, to ensure successful event outcomes.
• Work individually and as part of a team in the Dean's Office.
• Maintain the Events Master Calendar; help maintain electronic event files.
• File, post, copy, maintain informational flyers and packets; maintain office supplies, event inventory, equipment and storage.
• Move, lift, and/or pull marketing materials/Swag (boxes), tables, chairs & other event-related items.
• Position requires flexible work schedule, including some evenings and weekends, and use of personal vehicle required for errands - Ability to drive according to the University Fleet Safety Policy.
• Manage and execute special projects as directed. This could include all aspects ranging from communications, logistics, and establishment of timelines and processes and protocols. Projects may be recurring annually or one time only.
• Prepare communications, may include both emails and letters, to various stakeholders as directed.
• Provide administrative support and process financial transactions including gift transmittals, P-Card reconciliation, reimbursements, payments/gift disbursements, fund transfers, and table sponsorships.
• Backup support to the Dean's Office Team with a variety of tasks including front office management by triaging telephone calls and walk-in inquiries by guests, faculty, staff and students; mail room distribution as needed.
• Identify and manage scholarship timelines, policies, and procedures. Making sure to clearly communicate dates and opportunities to leadership, faculty, and student populations appropriately.
• Track and add new scholarship contributions into UA/UAF systems to ensure the awarding process is efficient and timely.
• Manage Scholarship Universe system for all students and departments in the College of Education.
• Ensure that scholarships are awarded to qualified students in a timely manner.
• Ensure accurate and consistent reporting of scholarship dollars available to award.
• Coordinate with MarComm, Recruitment, and Student Services to inform students of application and award cycle.
• Work with a Scholarship Team on recommendations for undergraduate students.
• Work with the College department heads on rankings and recommendations for graduate students for various college and university awards.
• Respond to all scholarship-related needs of the college.
• Prepare communication and correspondence via email and/or mail between departments, UA/UAF staff, and scholarship applicants regarding letters of award, notification status emails, thank you letters to donors, and other reports to the College Business Office.
• Additional Duties as Assigned.

Knowledge, Skills, and Abilities:

• Knowledge of University and Foundation policies and procedures to complete work.
• Ability to manage complex projects across diverse audiences and leadership levels.
• Proficient in Microsoft Office (Word, Excel, Outlook & PowerPoint)
• Proficient with online applications such as Zoom.
• Ability to work evenings and weekends.

Physical Requirements:

• Must be able to lift/move/transport up to 50 pounds.

• Bachelor's degree or equivalent advanced learning attained through experience required AND
• 1 year of relevant work experience required
• Ability to drive according to the University Fleet Safety Policy.

• Experience with verbal and written communication
• Experience in planning and executing small, medium, and large-scale events.
• Higher education event planning experience.
• Experience with calendaring systems, best practices.
• Extensive experience with computer programs - Microsoft Office (Word, Excel, Outlook & PowerPoint)