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Position Details

Position Information

Department College of Business Dept (BUS)

Position Title Coordinator-Events

Job Title Assistant Director of Events

Appointment Type Professional Faculty

Job Location Corvallis

Benefits Eligible Full-Time, benefits eligible

Remote or Hybrid option?

Job Summary

The College of Business is seeking an Assistant Director of Events. This is a full-time (1.00 FTE ), 12-month, professional faculty position.

The Assistant Director of Events is a member of the Oregon State University College of Business marketing and communications team and works closely with the Direct of Events. The role is responsible for providing leadership through event design, coordination, management and execution for in-person and virtual College of Business programming. This will be accomplished through pre-event planning, budget oversight and forecasting, and reviewing/analyzing outcomes related to events.

Event audiences will vary from faculty/staff, students, alumni, donors and employers. The role establishes and maintains relationships with internal and external stakeholders, including alumni, faculty, staff, volunteers, industry partners, committees, federal, state, and local agencies, and professional associations to ensure the desired outcomes are met for all college events and programs.

The College of Business is committed to maintaining and enhancing its diverse and collaborative community that strives for equity and inclusivity. All faculty and staff members are responsible for helping to ensure that these goals are achieved and should be able to demonstrate contributions to diversity, equity, and inclusion. Such contributions can be part of service and/or professional development. Outputs and impacts of these efforts to promote diversity, equity, and inclusion will be included in annual performance reviews.

Why OSU?

Working for Oregon State University is so much more than a job!

Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.

FACTS :

•Top 1.4% university in the world

•More research funding than all public universities in Oregon combined

•1 of 3 land, sea, space and sun grant universities in the U.S.

•2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties

•7cultural resource centers (https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources) that offer education, celebration and belonging for everyone

•100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates

•35k+ students including more than 2.3k international students and 10k students of color

•217k+ alumni worldwide

•For more interesting facts about OSU visit:https://oregonstate.edu/about

Locations:

Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package:

Oregon State University offers acomprehensive benefits package (https://hr.oregonstate.edu/benefits/prospective-employee) with benefits eligible positions that is designed to meet the needs of employees and their families including:

•Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.

•Free confidential mental health and emotional support services, and counseling resources.

•Retirement savings paid by the university.

•A generous paid leave package, including holidays, vacation and sick leave.

•Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.

•Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.

•Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.

Future and current OSU employees can use theBenefits Calculator (https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator) to learn more about the full value of the benefits provided at OSU .

Key Responsibilities

Event Planning and Management – 90%

Organizes and manages conferences, symposiums, seminars, events, and summits (collectively referred to as “events”)

Responsible for planning and overseeing all aspects of event management before, during, and after the event. Events include, but are not limited to:

+ Student-facing events and activities

+ Faculty and staff annual parties and events (welcome, end-of-year and holiday parties, etc.)

+ Alumni and donor events

+ Career fairs

+ Events held in conjunction with academic courses (guest speakers, panels, etc.)

+ Events for the College’s Centers (workshops, symposiums, conferences)

+ Advisory council meetings, board meetings

+ Faculty visits and research seminars

+ Experiential learning opportunities (job shadowing, informational interviews, etc.)

Successful event management includes organizing all event logistics, such as securing facilities/venues, coordination of audio/visual technology needs with appropriate departments, working with vendors to create service contracts, allocation of resources, and delegating tasks to student employees and/or other staff as appropriate.

Manage fully virtual and hybrid events and meetings.

Responsible for managing and executing overall event budget, to include negotiating contracts and pricing for services such as, but not limited to, guest speakers, lodging, transportation, food service, technology needs, rental equipment, and travel arrangements. Manages vendor invoices and contracts to ensure high quality and cost-effective services. Responsible for anticipating future spending on events.

Facilitates communication between all stakeholders involved with and impacted by events. Acts as representative of the College in all event communications.

Manages electronic event registration and tracking systems. Reports on attendance figures and other data for further analysis and potential use in developing programming.

Ensure compliance with University and College branding guidelines in all marketing activities.

Enforces procedures and practices to ensure quality and safety standards for events.

Develops and maintains an organized, accessible, electronic system of documentation.

Responsible for evaluating event results and outcomes and implementing improvements in support of organizational mission.

Ensures compliance with University policy, and state and federal regulations.

This position will have access to multiple student resident halls in direct support of position duties and will have access to minors in carrying out Pre-College programming.

Service/Professional Development – 10%

Collaborates with colleagues in planning programs that contribute to the College’s mission.

Identify best practices in the fields of event management and constituent engagement through continued professional development, with a focus on enhancing understanding and implementation of DEI principles to foster a culture of continuous learning and inclusivity.

What You Will Need

+ Bachelor’s degree in business, communications, hospitality, marketing, public relations, or related field.

+ Two plus (2+) years of professional experience planning and managing events.

+ Demonstrated experience in event design.

+ Project management experience.

+ Commitment to promoting diversity and inclusiveness with all audiences.

+ Proficiency in software applications such as Microsoft Word, Excel, Outlook, SharePoint, Localist, and Qualtrics..

+ Experience setting priorities, developing work plans, monitoring progress, and tracking details/data/information.

+ Excellent verbal and written communication skills, utilizing inclusive language and the ability to communicate with tact and diplomacy across diverse cultural boundaries

+ Excellent organizational skills, and attention to detail.

+ Ability to implement creative problem solving and make independent decisions with little to no oversight.

+ Ability to maintain professional decorum and show a high level of diplomacy with all students, university employees and stakeholders.

+ Demonstrated ability to provide high-level customer service.

+ Demonstrated ability to manage remote events via platforms like Zoom.

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.

This position requires driving a university vehicle or a personal vehicle on behalf of the university; therefore, the incumbent must successfully complete a motor vehicle history check, possess and maintain a current, valid driver’s license in their state of residence, be determined to be position qualified and self-report convictions as per University Policy 05-030.

What We Would Like You to Have

+ Previous experience working in higher education or with college audiences.

+ Previous experience managing online registration systems.

+ Training, education or experience related to design or marketing.

+ Previous experience working with or within a nonprofit organization or private foundation

+ Experience with overseeing and executing large-scale events for alumni, volunteers, students, industry partners, and/or other community constituents.

Working Conditions / Work Schedule

+ The Assistant Director of Events is responsible for maintaining a flexible work schedule.

+ Regular evening and weekend hours are expected to oversee events.

+ Events may take place in a variety of locations throughout Oregon on and off-campus, including student resident halls, and may include interacting with minors as part of the programs.

+ The ability to set up/arrange various types of equipment and furniture as needed for a variety of events. This includes but is not limited to transporting, positioning, and/or moving items that weigh up to 50 pounds.

+ This position will require driving a personally-owned vehicle or University vehicle in support of event management and to provide transportation for students to and from events, as needed.

Pay Method Salary

Pay Period 1st through the last day of the month

Pay Date Last working day of the month

Recommended Full-Time Salary Range $64,500-$71,500

Link to Position Description

https://jobs.oregonstate.edu/position\_descriptions/124417

Posting Detail Information

Posting Number P09517UF

Number of Vacancies 1

Anticipated Appointment Begin Date 12/01/2025

Anticipated Appointment End Date

Posting Date 10/20/2025

Full Consideration Date 11/16/2025

Closing Date 11/30/2025

Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants

Special Instructions to Applicants

To ensure full consideration, applications must be received by 11/16/2025.Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice to applicants.

When applying you will be required to attach the following electronic documents:

1) A Resume

2) A Cover letter indicating how your qualifications and experience have prepared you for this position.

3) Please respond to the following and upload as “Other Document 1”:

You received the following email from a College of Business colleague over the summer. You are friendly with this person but haven’t had the opportunity to plan an event with them before. Please draft a reply to this email. Include your ideas for the next steps, and any questions you have.

Hi {Your Frist Name} —

The BIS (Business Information Systems) group would like to host a “Women in Tech” student event during the upcoming academic year – probably a one-day event in the winter or spring term.

My school head said your group might be willing to help us. Is there someone on your team who could help me plan this event?

I’m looking for ideas on how to increase student engagement at the event. We have some ideas from other universities, but we’ve never done anything like this.

Please let me know.

Thanks,

Natalie

Natalie Roberto, PhD

Associate Professor Business Information Systems

College of Business

Oregon State University

4) Please respond to the following and upload as “Other Document 2”:

Please describe an example of an event that you’ve spearheaded in the past, detailing your role in the planning process, the strategies you implemented, how you mitigated any issues, the outcomes you achieved, and how you captured those outcomes.

You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.

Starting salary within the salary range will be commensurate with skills, education, and experience.

For additional information please contact:

Megan Kleibacker

[email protected]

541-737-6039

We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.

OSU will conduct a review of the National Sex Offender Public website prior to hire.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at ourBackground Checks (https://hr.oregonstate.edu/careers/background-checks) website including thefor candidates (https://hr.oregonstate.edu/careers/candidates) section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team [email protected].

Supplemental Questions

Read More at: https://jobs.oregonstate.edu/postings/173962

OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.