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The USC Office of Cultural Relations and University Events produces events that maintain a centralized standard of excellence, quality and protocol for the Office of the President, the Senior Vice Presidents, University Communications, the USC Alumni Association, USC Associates, Deans and development officers, by creating favorable environments for donors and friends of USC and enhancing the prestige and goodwill of the university.
Our office is seeking a dynamic and creative Event Coordinator, Trojan Family Weekend to join its team. The main focus of this position is to support the marketing, sponsorship, production and execution of USC’s annual Trojan Family Weekend (TFW), where parents and families visit their students on campus and enjoy a vast array of curated programming. This individual will report to the Senior Event Producer and will work closely with the Associate Event Producer, Trojan Family Weekend to provide a centralized standard of excellence and quality from conceptualization to completion of assigned projects and events. This position requires a candidate with exceptional organizational and communication skills and willingness to act as an ambassador of the University.
Job Accountabilities:
- Support the Associate Event Producer, TFW in managing all aspects of the production of Trojan Family Weekend including event logistics, collateral, social media, budgeting and sponsorship needs.
- Assist with marketing communications to campus partners and Trojan Families providing cohesive and consistent messaging.
- Oversee TFW phone line and email box and respond to requests and inquiries in a punctual and professional manner.
- Help to maintain detailed and organized event files, submit invoices in a timely manner, compile post event data/reports, and update information on event attendees, donors, and friends of the University as needed.
- Help to maintain and update various web-based event management & virtual event platforms including Cvent and 6Connex
- Develop and maintain an extensive network of internal and external contacts to facilitate event coordination and keep up-to-date files of potential new vendors.
- Secure sponsorships to support TFW including conduct research on potential sponsors, performing outreach and negotiating terms and benefits.
- In partnership the Associate Event Producer, TFW, hire, train, and manage student staff workers.
- Work closely with the Senior Event Producer to produce and support additional departmental in-person and virtual events including the Trojan Family Game Day Experience for home football games.
- Perform other related duties as assigned or requested. The University reserves the right to add or change duties at any time.
Preferred Qualifications/Skills:
- Bachelor’s degree in hospitality, business administration, communications, public relations, or related field.
- 4 years’ experience coordinating multi-day events
- Experience procuring event sponsors
- Experience in budget management
- Computer skills, including experience with web-based event management platforms such as Cvent and 6Connex and complete knowledge of Microsoft Word, Excel, Power Point, and Outlook
- Experience in data management
- Experience in managing social media accounts
- Excellent communication skills, both verbal and written required
- Strong attention to detail and organizational skills including ability to organize resources
- Ability to manage workload well and prioritize effectively when faced with multiple projects, events, and deadlines in a fast-paced environment
- Ability to respond/follow through quickly to problems and questions
- Ability to coordinate and maintain a complex calendar
- Ability to work independently as well as in a team setting
- Must have a sense of “protocol” with top level executives
The hourly rate range for this position is $32.16 - $33.21. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.
The University of Southern California is an Equal Opportunity Employer
Minimum Education: High school or equivalent Minimum Experience: 2 years Minimum Field of Expertise: Experience with special events planning, fundraising management and/or alumni volunteer relations management. Demonstrated proficiency in written and oral communications.
