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6 Apr 2022

Full-Time Staff Associate, Event Coordinator, Commencement and Special Events

Bridgewater State University – Posted by BridgewaterSU Bridgewater, Massachusetts, United States

Job Description

Staff Associate, Event Coordinator, Commencement and Special Events

Department Summary:

From Bridgewater State University’s inception in 1840 by Horace Mann as one of the first normal schools in America to the current day, BSU has worked to ensure that our students receive an accessible, affordable, and exceptional education. BSU aspires to be the leader in our mission class for closing equity gaps for Black/Cape Verdean, Latinx, Native American, Asian, and other students of color. BSU’s https://www.bridgew.edu/bsuvalues, the work of the https://www.bridgew.edu/racial-justice/task-force, and leadership of the https://www.bridgew.edu/the-university/diversity-consortium underscore the campus’ commitment to racial equity and other forms of social justice. The mission of the Department of University Events is to support the University mission and serve as a one-stop operation that follows University priorities to coordinate, support, execute and consult on meetings, events, and programs throughout campus. Successful candidates will be staff members that can work with their colleagues to help meet the mission of the Department of University Events in serving and supporting our racially and ethnically diverse campus community.

Position Summary:

We are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome, and included. The Event Coordinator, Commencement and Special Events is responsible for coordinating a multicultural and inclusive student experience including aspects of Bridgewater State University’s institutional and campus-wide events planned through Undergraduate Admissions and Center for Student Engagement (Orientation, Transitions and Family Programs). They support the Assistant Director of Commencement and Special Events in the planning and execution of Undergraduate and Graduate Commencement as well as other University-wide events including Convocation, Homecoming, Leadership Celebration and other presidential initiatives. The event coordinator also provides program planning to campus sponsors and external conference clients. They ensure that necessary program services have been arranged and assists sponsors with program execution.

This is an APA position and is subject to the terms of that union agreement.

Evening and weekend hours may be required. SUPERVISION RECEIVED: Reports to the Director, University Events SUPERVISION EXERCISED: Supervises graduate and undergraduate students and other seasonal conference staff as assigned.

COVID-19 Vaccination Requirement This position must comply with the University Covid-19 Attestation requirement. All employees must be fully vaccinated and complete the Covid-19 Attestation upon hire. Medical or Religious ExemptionsAn employee may request an exemption to the vaccination requirement based on the existence of medical contraindication to vaccination. In addition, an employee may request an exemption to the vaccination requirement based on a sincere religious belief. In both cases, an employee will be required to submit documentation to support the request for an exemption. Employees who secure an exemption may be required to take additional precautions in the workplace and will be required to participate in weekly COVID-19 testing through the university’s Wellness Center.

Position Type: APA Professional

Essential Duties:

When you join the team at Bridgewater State University, you can expect to be part of an inclusive, innovative, and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students, alumni, and community partners. 1. Provide coordination and project management for institutional and campus-wide events planned through Undergraduate Admissions and Center for Student Engagement (Orientation, Transitions and Family Programs). Utilize an equity minded lens to develop appropriate plans for program implementation and evaluation based upon the stated goals including selecting most appropriate date(s) and location(s) for programs based upon the campus calendar and program requirements.2. Support the planning process and implementation for university-wide events such as Undergraduate and Graduate Commencement, Homecoming, Leadership Celebration as well as select initiatives planned by the Office of the President, including participation in planning meetings, assumption of specified program-related duties and managing the execution of the event. 3. Plan and coordinate necessary program support services, including facilities arrangements, parking, audio-visual needs, food/beverage service, and other related needs. 4. Oversee the management of event teams to produce quality, multi-faceted events and programs. Utilize equity minded practices to hire, train, supervise and evaluate student and part-time staff for the support of conferences and events; coordinate staff assignment to ensure delivery of appropriate conference/event support.5. Directly oversee program setup and execution for events and/or conferences as assigned. 6. Plan and coordinate summer conference housing arrangements with the department of Residence Life and Housing; obtain relevant information from clients, including rooming lists, check-in needs, etc.; and arrange for rental of necessary services, as required. Coordinate use of facilities and appropriate food services for summer conferences.7. Maintain comprehensive event records of all services, counts and expenses associated with conferences and events in Event Management System (EMS) to ensure accurate information for billing purposes. Prepare billing summaries at conclusion of all assigned. Utilize EMS system to communicate event information to sponsors and service providers. 8. Develop and maintain program support resources for campus event planners, including entertainment options, equipment rental companies, florists, etc. Make necessary contacts with these resources as appropriate. 9. Assist with off hours and weekend questions & issues that may arise due to scheduled events and meetings.10. Work with the director to provide direction, policy formulation and decision-making to effectively plan events.11. Establish and maintain relationships with internal and external university partners.12. Other duties as assigned.

Required Qualifications:

1. Bachelor’s Degree 2. Experience in the program planning/development and the coordination of program support of a diverse range of events. 3. Commitment to customer service excellence/support to enhance an environment of equity, diversity and inclusion with the ability to work directly with people from diverse racial, ethnic, and socioeconomic backgrounds.4. Excellent verbal and written communication skills, strong interpersonal skills, organization skills and attention to detail are required, as is flexibility and a sense of humor.5. Successful candidate will have experience in supervising, a dedication to developing a diverse staff as well as success in working in a fast-paced, hands-on environment.

Preferred Qualifications:

1. Experience working in a higher education or similar setting in event planning2. Experience with using database and general office software3. Basic knowledge of audio-visual equipment as applicable to programs, meetings and events is preferred4. Flexibility and the ability to work nights and weekends as necessary.

Work Environment:

Bridgewater State University complies with the Americans with Disabilities Act (ADA) to provide reasonable accommodation to qualified applicants and employee with disabilities. To request a reasonable accommodation for the application process, please complete and submit this electronic form: https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fcm.maxient.com%2Freportingform.php%3FBridgewaterStateUniv%26layout_id%3D18&data=04%7C01%7CHRICHARDSGAY%40bridgew.edu%7Cae02968cb954465a33ee08d97c70c24d%7C48ec3bf8d1654eabbbeef8d5307f46e1%7C0%7C0%7C637677645998136535%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=EVfCi7aR57zPQiGhKaSVgRxnTXX5NBrxzf4N1lS3VfQ%3D&reserved=0

Special Conditions for Eligibility:

Please be aware that employment at Bridgewater State University is contingent upon completion of a successful background check.

This position is not eligible for H-1B sponsorship.

COVID-19 Vaccination Requirement This position must comply with the University Covid-19 Attestation requirement. All employees must be fully vaccinated and complete the Covid-19 Attestation upon hire. Medical or Religious ExemptionsAn employee may request an exemption to the vaccination requirement based on the existence of medical contraindication to vaccination. In addition, an employee may request an exemption to the vaccination requirement based on a sincere religious belief. In both cases, an employee will be required to submit documentation to support the request for an exemption. Employees who secure an exemption may be required to take additional precautions in the workplace and will be required to participate in weekly COVID-19 testing through the university’s Wellness Center.

Salary Range: $50,000-$60,000

Posting Number: S00758P

Open Date: 02/18/2022

Close Date: 3/20/2022

Open Until Filled: No

Special Instructions to Applicants:

Please note the following information is required to complete your application for this position:

a minimum of one (1) employment history entry.

a minimum of three (3) professional reference entries.

Bridgewater State University (BSU) is an affirmative action/equal opportunity employer which actively seeks to increase the diversity of its workforce. We are dedicated to providing educational, working and living environments that value the diverse backgrounds of all people.

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Job Types: Full-Time.

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