Event Planner

Position Title: Event Planner

Employee Classification: Event Planner

College/Division: Cooperative Extension Service

Department: 314000-4 H AND YOUTH DEVELOPMENT PGM UNIT

Internal or External Search: External - Open to all applicants

Location: Las Cruces

Offsite Location (if applicable):Target Hourly/Salary Rate: $17.85

Appointment Full-time Equivalency: 1.0

Exempt or Non-Exempt: Non-Exempt

Summary: The department of 4H & Youth Development is looking for an Event Planner. The 4-H Youth Development program is a dynamic non-formal education program, provides opportunities to learn life skills, gain knowledge while having fun, and make contributions in such areas as environmental education, community service, and current youth issues.

Classification Summary:Designs, establishes, and oversees the integrated logistical and administrative support needs of the chosen event site. May plan 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.

Classification Standard Duties:Participates and/or plans and establishes goals and objectives for meetings, conferences, and/or events, with respect to budgets, speakers, facilities, technology, equipment, logistical requirements, and other related issues. Evaluates program/event histories, budget considerations, contractual provisions, and planning committee recommendations to determine requirements as to space, facilities, technology, equipment, lodging, catering, event staffing and on-site management. Serves as principal liaison between contractors, organizers, faculty, and administrators with regards to all or specific facets of the logistical operations support of multiple programs and events. May negotiate terms, execute, and administer multiple contracts with facilities vendors for services, in accordance with budget constraints and University policies and procedures. 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. Develops and prepares special management studies, surveys, statistics, and a variety of other reports. May design and prepare various marketing materials, to include brochures and flyers, for meetings and conferences. 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. Participates in various committees and professional organizations. May assist in or contribute to the planning, coordination, development, and implementation of long-range goals and objectives. May supervise lower graded staff and/or student employees; may participate in training and evaluative sessions. Performs miscellaneous job-related duties as assigned.

Required Education, Experience, Certification/License, Equivalency

Education- High School diploma or GED certificate.

Experience- Four (4) years of experience related to the standard duties as outlined.

Equivalency- Completion of a post-secondary degree or certificate may substitute for years of experience.

Knowledge, Skills and Abilities

Knowledge and understanding of meeting and event planning principles, requirements, procedures, and available resources. Knowledge of conference facilities, technology, and equipment. Knowledge of finance, accounting, budgeting, and cost control procedures. Knowledge of public institution purchasing principles, procedures, regulations, and standards.

Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community. Skill in organizing resources and establishing priorities. Ability to gather and analyze statistical data and generate reports. Ability to analyze and interpret financial data and prepare financial reports, statements and/or projections. Ability to develop, plan, and implement short- and long-range goals. Ability to make administrative/procedural decisions and judgments. Ability to create, compose, and edit written materials. Ability to investigate and analyze information and draw conclusions. Ability to perform complex tasks and to prioritize multiple projects. Ability to negotiate and manage contractual arrangements.

Job Duties and Responsibilities

Designs, establishes, and oversees the integrated logistical and administrative support needs of the chosen 4H event sites. May plan 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. Performs other related duties as assigned.

Preferred QualificationsSpecial Requirements of the PositionDepartment Contact: Allen Malone, ***, ***

Contingent Upon Funding: Contingent upon funding

Bargaining Unit Eligibility: This is a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME).

Standard Work Schedule: Standard (M-F, 8-5)

If Not a Standard Work Schedule: Working Conditions and Physical EffortEnvironment: Work is normally performed in a typical interior/office work environment.

Physical Effort: No or very limited physical effort required.

Lifting Requirements: Requires handling of average-weight objects up to 10 pounds or some standing or walking.

Risk: No or very limited exposure to physical risk.