Senior Coordinator of University Events amp; Experiences

Build and maintain effective working relationships with office colleagues, University services, external vendors, student organizations, and campus partners.Schedule kickoff and follow-up planning meetings for assigned events with project managers. Prepare agendas for meetings with external stakeholders as needed.Manage event budgets and production schedules in real time, ensuring accurate, up-to-date information is maintained.Maintain and organize all event files ensuring all documents (estimates, BEOs, POs, contracts, invoices, OOEFs, approvals, diagrams, service requests, work orders, invitations, official communications, ROSs, final presentation slides/videos, event photos, etc.) are properly saved in designated Box folders.Provide coordination of assigned tasks specific to event planning for Donor Engagement and Strategic Engagement events and other events assigned.Independently provide proactive day-to-day logistical planning and coordination of general production duties for Donor Engagement and Strategic Engagement events including but not limited to:Venue and space reservationsVendor contracting and management (rentals, catering, photography, etc)Parking and transportation requestsSecurity notifications and requestsFacilities work ordersIdentify staffing levels and submit requests through internal processesManage on-site student volunteer and student intern supportBook entertainment and music performersProvide on-site event execution: Manage production schedule, safety coordination, load-in/setup, and strike/reset activities with campus partners and vendors, ensuring smooth execution during assigned events.Collaborate with UEE finance to ensure the timely procurement and payment of all outside vendors with adherence to State and University policies.Execute event close-out processes ensuring final versions of production schedules and budgets are completed, fully accurate, and PDF versions are saved into event folders on Box within 2 weeks of the end of the event.Additional duties as assigned.