The University of Minnesota School of Dentistry has an opening for an Events Planner and Student Support Associate!
The salary range for this position is $58,000-64,000 depending on experience and qualifications.
This position is eligible to work a hybrid schedule (combination of on-site and remote work).
This position is located in the Office of Student and Resident Affairs in the School of Dentistry. The Events Planner and Student Support Associate is responsible for the planning, coordinating, publicizing, and implementation of significant student-focused events in the school. These events include, but are not limited to, commencement, White Coat Ceremony, orientation, and senior awards banquets and ceremonies.
The position is also responsible for developing, implementing, maintaining and/or leading specialized programs for students in the School of Dentistry. This position works closely with students, faculty, and administrative support personnel within the School of Dentistry and throughout the University as well as members of the Minnesota oral health community. The Event Planner & Student Programming Associate reports to the Assistant Dean for Student and Resident Affairs.
Event Planning (55%)
Plan, coordinate, publicize, and direct the implementation of key student events in the School of Dentistry, including commencement, White Coat Ceremony, orientation, and senior awards banquets and ceremonies. Proactively establish and execute work plans for the eventsâ™ implementation.
Monitor progress toward reaching deadlines and follow-up as appropriate to ensure timely resolution of all issues.
Serve as the first point of contact for questions regarding events coordinated by the Office of Student and Resident Affairs before, during and upon conclusion of events.
Proactively create event budgets for review and approval by the Assistant Dean for Student and Resident Affairs.
Forecast, monitor and track event spending to ensure events remain within budget.
Select event vendors in consultation with the Assistant Dean and independently negotiate contracts.
Plan, implement and oversee event details including: locations and dates, venue set-up and details, seating charts, AV, catering, flowers, photography (including senior composites), invitations, programs and scripts.
Coordinate all event communications. Collaborate with the School of Dentistryâ™s Communications team to ensure event communications meet brand standards, communication schedules, etc.
Identify staff and student workers to assist with events as needed and ensure clear communication of event responsibilities.
Communicate with the Assistant Dean regarding event progress, results. Make recommendations for future improvements. Communicate with event planners across the University and serve on committees as requested by the Assistant Dean.
Student programming (35%)
Develop, implement, maintain and/or lead specialized programs for students in the School of Dentistry. Responsible for both short-term programming and long-term planning based on organizational needs.
Partner with the Office of Admissions to facilitate the student mentor program. Lead the implementation of student and mentor activities once classes begin.
Support student community service activities
Work with student coordinators of community service activities to ensure students are working within their scope and have the appropriate faculty oversight.
Collaborate with faculty and students to review events for approval.
Communicate the importance of event approval to students and School of Dentistry community members
Represent the Office of Student & Resident Affairs in the planning and facilitation of the incoming DDS student webinars, in collaboration with the Office of Admissions
Coordinate schedule of events for student wellbeing program including planning, room reservations, managing RSVP list, ordering supplies for events
Manage room reservations for students requiring private room testing accommodations
Coordinate with the Office of Alumni Relations to develop programs offered to students through alumni partnerships
Identify new student programming needs based on evaluation results and student feedback
Create and maintain the School of Dentistry Office of Student and Resident Affairs student web and intranet pages.
Create materials for events and other office projects.
Serve as a liaison to other School of Dentistry offices, University partners and sponsors.
Identify tools and opportunities to improve office communications with students.
All required qualifications must be documented on application materials
REQUIRED QUALIFICATIONS ** Please detail all of the required qualifications on your application materials. **
Bachelorâ™s degree plus two years of experience, or combination of related education and work experience to equal six years. Related experience includes at least two years of experience working in event management and coordination.
Digital literacy skills including Microsoft, Google Suite, Zoom and other applications.
Excellent organizational skills: must possess demonstrated ability to take initiative, work independently, set priorities and meet deadlines while handling a wide range of complex administrative projects simultaneously.
Must be able to anticipate and identify problems and be proactive in resolving them, including urgent onsite event issues.
Excellent interpersonal skills including verbal and written communication skills.
Self-motivated, service-driven, team player.
Ability to work with people of diverse backgrounds.
Ability to handle sensitive and confidential information with discretion.
Experience with website management, updating and uploading content.
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.