Special Events Coordinator

Posting Details

Position Information

Position Title Special Events Coordinator

Division Finance & Administration

Department/Office University Events

Position Summary Information

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The University Events department at St. Catherine University invites applications for a full-time Special Events Coordinator position.

The Special Events Coordinator is responsible for the planning and execution of University-wide events and serves as a liaison for external clients.

The Special Events Coordinator will:

• Collaborate with internal University offices and vendors to plan, coordinate and execute events. Typical internal offices include The President’s Office, Catering, Communications, Campus Ministry, Public Safety, Facilities, printing services, Alumni Relations, The O’Shaughnessy, and Accessibility Services.
• Chair university event planning committees and serve on planning committees such Opening Celebration, Feast of St. Catherine, Feast of St. Joseph, Hugh Derham lunch, Board of Trustee annual dinner, and more. Serve as departmental logistics lead on Commencement planning committee.
• Create and produce detailed event runs of show, staff communications, and guest confirmations. Manage budget planning documents, and create post-event reports.
• Recruit, train, and oversee internal volunteers for events.
• Engage with prospective external clients for weddings, funerals, sponsored events, and other rental clients, from initial contact and site tours to acting as the university representative at client events to ensure proper execution of the event and maintain quality of service.
• Submit confirmations, invoices, contracts, and payment reconciliation through our event management system.
• Coordinate with internal departments to execute external client events.
• Work with external vendors for event services (catering, florists, valet parking, photography, musicians and entertainment, transportation services, AV, décor and equipment rentals).
• Coordinate table assignments for donor events.
• Advise other University offices on their event planning.
• Enhance décor for events managed by other University offices.
• Other duties as assigned.

St. Catherine University in St. Paul, Minnesota, is a comprehensive Catholic university and home to one of the nation’s largest colleges for women, with associate and graduate programs for all genders. Founded by the Sisters of St. Joseph of Carondelet in 1905, the University integrates liberal arts and professional education within the Catholic traditions of intellectual inquiry and social teaching. Committed to excellence and opportunity, St. Catherine enrolls students in certificate, associate, baccalaureate, master’s and doctoral programs in traditional day and evening/weekend/online formats.

Minimum Qualifications

• Bachelor’s Degree.
• Two (2) years of full-time experience coordinating events/planning logistics for multiple events at at time.
• Customer Service Experience.
• Experience using meeting room technology including Zoom.
• Schedule flexibility to run events outside of business hours.
• Ability to lift 30 lbs throughout the course of a workday.
• Proficiency with Microsoft Office and Google Suite.

Preferred Qualifications

• Event sales experience
• Experience using a software reservation database system or CRM.
• Experience supervising volunteers
• Experience using Extron technology
• Experience organizing a high volume of details for multiple events with flawless execution.

EEO Statement

Compensation

Annual wage is $46,717 – $54,000 depending on qualifications and experience.

The salary range listed reflects a good-faith estimate of what we reasonably anticipate to pay for this position, based on market data and internal equity, at the time of posting. Actual compensation will be determined based on qualifications, experience, skills, and other relevant factors. St. Catherine reserves the right to modify or adjust compensation depending on University needs.

Benefits

Employees at St. Kate’s feel a deep connection to the University’s Mission and Vision, and they live their values at work. Benefits available to full-time employees include:

• Fourteen (14) paid holidays and paid “gift” days when the University is closed.

• Free tuition for employees and reduced tuition for their families after one year of service

• Health, dental, and vision insurance

• 403b retirement plan access

• Accrued sick time

• Specific information on all of our available benefits for full-time employees can be found HERE.

• St. Catherine University is an equal opportunity employer. Our commitment to inclusion reflects the central value of the Sisters of St. Joseph of Carondelet to “love of neighbor without distinction” and provides a learning and working environment that is enriched by the diversity of all our members. Individuals of all religious, racial, ethnic, gender identity, nation of origin, or disability groups are encouraged to apply. Should you need an interview accommodation please contact us.

• St. Catherine University welcomes applications from candidates who are traditionally under-represented. We are happy to consider candidates who are currently in possession of a temporary work visa, however, please be aware that we do not offer employment visa sponsorship.

• Can you perform the essential functions of this position with or without accommodation?

• Yes

• No

• Applicant Documentation

• Resume

• References

• Optional Documents

• Cover Letter