Career Center

POSTED 12/20/2021                                      Annual Salary Range: $44,000 - $66,000

Event Coordinator

United World College-USA is seeking an Event Coordinator. The Event Coordinator reports to the Chief Finance and Operations Officer and works collaboratively across departments to ensure effective and efficient management of strategic events focused on fulfilling key objectives of its strategic plan.  These include, but are not limited to engagement events with high profile visitors, summer programming including the IB Teacher training program and reunions.  This role will generate additional annual revenue and help foster close relationships with key constituent groups of UWC-USA.

The Event Coordinator is highly detail-oriented and proactive in solving logistical challenges. The Event Coordinator provides logistical support for meal and housing coordination, programming development, including coordinating with printers and designers, scheduling speakers and helping with travel arrangements, scheduling meetings, note-taking, and managing calendars.

RESPONSIBILITIES:

General

• Manage all details for a variety of events (differing in size, scope, and focus). Coordinates travel arrangements.
• Identify programmatic opportunities and develop programs to increase mission-related revenue sources for UWC-USA and ensure that events are properly marketed to meet defined objectives.
• Build recurring annual net revenue from summer and special events to $500,000 by 2022.
• Work collaboratively with school leadership to ensure that appropriate events are scheduled and staffed.
• Coordinate with other members of the school community to eliminate potential overlaps in programming on the UWC-USA campus.
• Work across the school to ensure operational processes are in place to align with summer and special events and that facilities are available as needed, including (but not limited to) IT department, ensuring that Internet and WiFi connections are maintained and sufficient for program delivery, facilities department, etc.
• Serves as the primary point of contact between clients/consumers/participants for non-programmatic issues and provides onsite support, leadership and troubleshooting during events as needed.
• Composes and implements policies and procedures for event planning best practices.
• Keeps minutes at planning meetings; documents and tracks decision making and task assignments.
• Assists with set up and on-site management of events and works with the Facilities department to ensure the efficient and timely management of school facilities.
• Annually evaluate operations, policies and procedures and make recommendations for changes.
• Complete special projects which may be assigned as needed.

Marketing

• Creates, coordinates, and disseminates event communications and program announcements via email, web, social media, and print to internal and external audiences, including calendar announcements on UWC-USA website.
• Prepares and disseminates guides, newsletters, and other publications related to each event, as appropriate.

Financial

• Maintain budget records, including tracking all expenses for advertising and marketing, and processing budget request documents. Provide support in accounts receivable, tracking receivables, and recording deposits related to events.
• Ensure expenses are properly documented, allocated, recorded, filed, and reconciled. Other administrative and program coordination duties as assigned.

Supervision Exercised:

• Coordinate and oversee the work of vendors, event staff, support staff, and/or other professionals and volunteers to ensure high-quality events that meet objectives.
• Hire and supervise temporary employees and contractors for implementation of Summer Programs.
• Direct and supervise the activities of support staff and ensure a commitment to developing a high-performance culture.
• Develop, plan and implement a comprehensive volunteer management strategy encouraging active volunteerism and private support from the community of UWC-USA volunteers and alumni.

Leadership: All UWC-USA employees are expected to provide varying levels of leadership in order to support the UWC mission. Examples include but are not limited to:

• Actively participating and contributing to committee or task force assignments, providing leadership in campus-wide events or initiatives, strategic planning efforts, in the experiential education program, the dormitories, dining hall, and/or in physical plant initiatives.
• Initiating strategic discussions and sharing thoughtful and innovative ideas with your co-workers for carrying out the UWC mission and successfully completing day to day work assignments.
• Demonstrating a growth mindset by believing and acknowledging that intelligence, skills, learning and creativity can all grow with time and experience.

REQUIRED QUALIFICATIONS

• Bachelor’s Degree and five years related experience required, including event planning and coordination. Additional education may substitute for the required experience.
• Demonstrated success in leading and expanding revenue-generating enterprises.
• Demonstrated ability to think strategically, analytically and to convert ideas to action to achieve goals.
• Superior ability to set and respond to priorities, work on multiple tasks and deadlines, observe and report developing problems, and maintain confidentiality and professionalism.
• Strong computer skills and comfort level with databases, research, social media, web pages, spreadsheets, and presentations and experience using customer relationships management (CRM) software – Blackbaud Raiser’s Edge.
• Commitment to professionalism, inclusion and flexibility, leadership and appropriate management of personnel and resources, completion of objectives and goals
• Ability to supervise, direct and work with others to achieve exceptional results.
• Record of using data in assessing results and developing future-focused plans.
• Strong project management skills, including the ability to develop appropriate timelines and meet deadlines.

This is a full-time, exempt, on-campus, 12-month position. Some local travel may be required. Compensation is commensurate with experience; and UWC-USA offers a competitive benefits package.

UWC-USA is an international boarding school. It enrolls up to 240 students in grades 11 and 12. All students follow the IB Diploma Program. Roughly twenty percent of the students come from the U.S.; the remainder represent more than 90 different countries. Students are admitted on the basis of merit, potential, and promise.

To apply, complete an application form. Applications will be accepted until the position is filled. The successful candidate is required to either be vaccinated, as vaccines are available, or provide a medical or religious waiver, prior to starting this position at UWC-USA.

UWC-USA does not discriminate in its educational programs, activities, or admission and employment practices based on race, color, national origin, gender, sexual orientation, disability, age, religion, ancestry, or any other legally protected class.