Events and Communications Coordinator

Job Summary

Reporting directly to the VP of Alumni Affairs, Communications, and Events, the Events and Communications Coordinator is responsible for the full calendar of IWP special events, as well as assisting with IWP’s extracurricular guest lecture program. Events that are the direct responsibility of the Events and Communications Coordinator include, but are not limited to: IWP open houses, special receptions, career seminars, private meetings, the Student Roundtable Series, the Student Tour Series, the Capitol Hill Speaker Series, the Chancellor’s Council Dinner, Commencement, and the IWP Christmas Party.

Essential Functions and Responsibilities

To perform in this position successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Other duties may be assigned to meet business needs.

Events Responsibilities for Special Events (those not part of the regular lecture series)

• Manages all aspects of special event preparation, including coordinating with the event sponsor; event approval; room reservation; set up; printed event materials; placing orders for catering; etc.
• Manages the school’s Master calendar, in general.
• Manages all aspects of registration prior to and during the event and maintaining procedures for event advertising.
• Responsibilities of the Events Coordinator during events include manages all logistics, registration, and reception/ catering preparation. Additional responsibilities include delegating tasks to interns and volunteers and being present during each event to oversee, manage, and troubleshoot. Note: Some IWP events occur after normal business hours and on weekends.
• Manages all photos for special events and meetings.
• Manages event follow up, as needed.
• Responsible to organize a speaker and venue for the Capitol Hill Speaker Series and working closely with the Events Coordinator for the extracurricular lecture series on this event.
• Responsible to organize speakers for the Student Roundtable Series and the Student Speaker Series.
• Manages student tours of DC.
• Manages Commencement, the Chancellor’s Council Dinner and Gala, and the IWP Christmas Party.
• Manages events aspects of IWP Open Houses.

Communications Responsibilities

• Manages the logistics of the Student Ambassador Program.
• Assists with maintenance of the IWP website.
• Helping IWP achieve its goals for its social media channels.
• Manage the production of an annual report for IWP.
• Assists with the IWP newsletter, the Eagle.
• Assists with the production of IWP videos, as needed.
• Manages the camera and the IWP images folder.
• Assists with IWP print publications and nonprofit mailings, including bringing mailings to the post office.

Additional Functions and Responsibilities

• Assists, as needed, with the extracurricular guest lecture program, including managing receptions for this program and introducing speakers.
• Other duties as assigned.

Supervisory Responsibilities: None

Qualifications:

Education and Experience Requirements:

• A degree is not required, but a bachelor’s degree is preferred.

Knowledge, Skills and Abilities

• Excellent attention to detail.
• Excellent verbal, written, and interpersonal communication skills.
• Professional demeanor and can quickly integrate into a high-performing team.
• Ability to establish and maintain positive, collaborative relationships with staff.
• Ability to be nimble, swift, and timely on all deliverables and assignments.
• Excellent time management skills – ability to prioritize and manage multiple priorities.
• Excellent interpersonal skills, including the ability to act as a representative of IWP at all events.

Work Environment:

• General office environment with daily on-site work required
• Social and event settings
• Hours of work and days are Monday through Friday, 10:00 a.m.to 6:30 p.m. This role requires work schedule flexibility based on events; occasional Friday evening and Saturday working hours may be necessary. (Note: IWP has three annual events that occur on a Saturday.)
• Travel: None anticipated

Physical Demands:

• Must be able to remain in a stationary position 50% of the time.
• The person in this position needs the mobility to move about inside the office and facility to oversee and participate in Event activities.
• Operates a computer and other digital equipment including cameras, sound systems and other recording equipment.
• The person in this position frequently communicates with students, faculty, guests and staff. Must be able to exchange accurate information in these situations.
• Frequently moves equipment weighing up to 40 pounds for various event needs.
• Must be fully vaccinated for Covid-19.

Date:

Job Type: Full-time

Pay: $43,000.00 - $49,000.00 per year