Events Coordinator

3 weeks ago

University of Warwick, United Kingdom University of Warwick Full time

**Indefinite Contract, 36.5 hours per week (1.0 FTE)**

WMG is a vibrant, cutting-edge research institution at the University of Warwick, as well as being one of the largest academic departments at the University of Warwick. We are currently looking for someone to support the delivery of a range of extra-curricular events and activities for our Taught Programmes.

The post holder will work on the co-ordination and delivery of a wide range of events of varying sizes, both in-person and online, including planning and communicating of such events, and associated budget monitoring. They will also be a first point of contact for student societies and groups,and liaise with other professionals across the University to share and learn best practice.

We are looking for someone who has experience of events management, ideally within a Higher Education setting. You must have excellent communication skills, pay great attention to detail and be able to work effectively with a wide range of audiences, with the ability to build and maintain effective relationships both internally and external to the University. You will need strong organisational skills to be able to work under pressure and meet tight deadlines and will ideally have knowledge and skills in utilising multimedia in marketing and communication. You will also need to have a flexible approach to working hours, with a willingness to work some evenings and occasional weekends.

Closing date: 22nd June 2023

**Job Purpose**

The post holder will take a proactive approach to enhancing the students’ experience and will devise and deliver a range of extra-curricular enhancement in-person and virtual events and activities for our Taught Programmes. The role holder will also support other extra-curricular activities such as surveys, student committees and the Careers and Employability team when required.

**Duties and Responsibilities**
- Events Management

The size of WMG’s student body means many in-person events are large scale (300-1000 attendees). Such events involve complex event planning, working to tight deadlines and co-ordinating various activities with other teams within WMG and departments across the University. Excellent interpersonal, organisational skills and attention to detail are essential. Under the direction of the Student Experience Manager, the post holder will support the coordination and delivery of a wide range of events, of varying sizes, for our Taught Programmes. Events might include graduation celebrations; staff/student socials; networking and wellbeing events, group photographs, summer BBQs, sports activities and Induction. Activities might include games and competitions.
- Depending upon the nature of the event, management of in-person events could involve:

- event planning,
- promotion of events to students and academic colleagues to encourage participation,
- on-the-day delivery,
- the co-ordination and management of student helpers or ambassadors,
- event review and evaluation,
- monitoring of budgets,
- booking and securing venues,
- selecting appropriate food and drinks menus,
- booking and providing a job brief for photographer (if required),
- providing and displaying all necessary signage in accordance with GDPR,
- manage and update an online events booking system,
- liaise with colleagues and suppliers to provide all the necessary services including a/v services, cleaning, equipment hire etc.,
- ensure that all materials generated for the event are high quality, relevant and on brand,
- responsibility for set up and running of events in a professional manner and be the main contact point.
- Management of virtual events including setting up sessions online, monitoring attendance and providing support to the facilitator.
- Develop a cultural and social calendar for students, to highlight the suite of opportunities available within WMG and the University.

**Planning and Budget**
- Liaise with the Student Experience Manager and Programme Management, to monitor and manage budget expenditure, keeping a record of all expenditure for the academic year.
- Raise purchase orders for goods and services in OPeRA and making final checks of all invoices against orders.
- Obtain and manage quotes, ensure value for money is achieved and financial regulations are adhered to.
- Work with Central Departments (Marketing, Communications, CCSG, SARO, Induction Team, International Office, DARO, Student Careers and Skills) to ensure we maximise our opportunities for raising the profile of WMG through successful student experience events.

**Marketing**
- To develop and manage a range of dynamic and student friendly communications to current students in WMG, including digital communications and student newsletters.
- Assist in the production of on-line and printed marketing materials to promote events and activities.
- Maintain a social & events section of the website and ensure activities are reflected accurately and in a timely way and that ne

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