Job Code/Title: A519 / EVENTS PLANNER
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The following statements are intended to describe the general nature and level of work
being performed. They are not intended to be construed as an exhaustive list of all
responsibilities, duties and skills required of personnel so classified.
Under indirect supervision, designs, establishes, and oversees the integrated logistical
and administrative support needs of multiple, complex, and widely distributed
educational events, conferences, and/or other events. Assesses program goals,
estimates facility, equipment, logistical, and catering requirements, develops program
budgets, and negotiates and administers service contracts.
DUTIES AND RESPONSIBILITIES:
1. Participates in the planning and establishment of goals and objectives for
meetings, conferences, and/or events, with respect to budgets, speakers,
facilities, technology, equipment, logistical requirements, and other related
2. Evaluates program/event histories, budget considerations, contractual provisions,
and planning committee recommendations to determine requirements as to
space, facilities, technology, equipment, lodging, catering, and on-site
3. Serves as principal liaison between contractors, organizers, faculty, and
administrators with regards to all facets of the logistical operations support of
multiple programs and events.
4. Negotiates terms, executes, and administers multiple contracts with facilities
vendors for services, in accordance with budget constraints and University
policies and procedures.
5. Plans and coordinates complex administrative assignments and special projects
within and/or across operating units; gathers, organizes, and assesses
information, and develops and prepares recommendations.
6. Develops and prepares special management studies, surveys, statistics, and a
variety of other reports.
7. Designs and prepares various marketing materials, to include brochures and
flyers, for meetings and conferences.
8. Monitors and coordinates accounting activities as appropriate, and prepares
internal reports for management; participates in budget planning and
management, as required; may coordinate and administer the purchasing of
supplies and/or equipment for the unit.
9. Participates in various committees and professional organizations.
10. May assist in or contribute to the planning, coordination, development, and
implementation of long-range goals and objectives.
11. May supervise lower graded staff and/or student employees; may participate in
training and evaluative sessions.
12. Performs miscellaneous job-related duties as assigned.
MINIMUM JOB REQUIREMENTS:
High school diploma or GED with 5 to 7 years experience directly related to the duties
and responsibilities specified.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
Strong interpersonal and communication skills and the ability to work effectively
with a wide range of constituencies in a diverse community.
Ability to gather and analyze statistical data and generate reports.
Ability to develop, plan, and implement short- and long-range goals.
Knowledge of conference facilities, technology, and equipment.
Knowledge of public institution purchasing principles, procedures, regulations,
Skill in organizing resources and establishing priorities.
Knowledge of finance, accounting, budgeting, and cost control procedures.
Ability to negotiate and manage contractual arrangements.
Ability to perform complex tasks and to prioritize multiple projects.
Ability to investigate and analyze information and to draw conclusions.
Ability to make administrative/procedural decisions and judgments.
Ability to create, compose, and edit written materials.
Ability to analyze and interpret financial data and prepare financial reports,
statements and/or projections.
Knowledge and understanding of meeting and event planning principles,
requirements, procedures, and available resources.
Position requires: a) strategic, integrated decision making in the logistical planning of
multiple, complex meetings, conferences, and/or other events; b) independent
determination of event budgets and overall logistical requirements; c) negotiation of
terms of vendor service contracts and contract administration; d) planning and
coordination of complex assignments and projects across multiple organizational units;
e) design, development, and production of marketing materials, to include brochures and
WORKING CONDITIONS AND PHYSICAL EFFORT:
Work is normally performed in a typical interior/office work environment.
Light physical activity. Work may involve occasional assistance of others in the
manipulation of heavy objects and some standing or walking, usually for not
more than 2 hours a day.
No or very limited exposure to physical risk.
The University of New Mexico provides all training required by OSHA to ensure
REVISED DATE: 10/31/02