The Dean's Office at the USC Viterbi School seeks to recruit an Events Coordinator to join an outstanding team of faculty, staff, and students. The Events Coordinator is responsible for supporting events for the Dean's Office, managing communications and engagement with event participants, and providing other operational support to senior leadership, including Vice Deans.

The Events Coordinator must maintain an onsite presence to effectively execute their job function. This position may be eligible for occasional remote work at their supervisor's discretion; this position is not eligible for regular or full remote work. Additionally, please note that the Events Coordinator must be available to work nights and weekends on an occasional basis to support events that take place outside of regular business hours. The Coordinator must also be available to staff all signature events, including but not limited to USC Commencement, which typically takes place in mid-May at USC. The ability to work a flexible schedule and adjust to the needs of the Dean's Office event schedule is essential for success in this position.

This position reports to the Office Manager at the Dean's Office. The position is part of a team that provides a wide range of administrative and project functions, with minimal supervision.

Key Responsibilities:

• Coordinate and execute Dean's Office events, including receptions, guest lectures, conferences, workshops, and fundraising events. Provide on-site support during events, including registration and check-in, managing vendors and volunteers, and addressing any issues that arise.

• Manage event logistics, including event space reservation, vendor coordination, catering, audio-visual equipment, signage, and other related needs. Communicate with event vendors and stakeholders to ensure timely and accurate delivery of services. Maintain a preferred vendor roster.

• Create and distribute event invitations and communications, including email, social media, and other platforms as needed. Assist with event marketing and promotion, including email campaigns and social media posts. Coordinate event registration and RSVPs, and manage attendee lists.

• Develop and maintain strong relationships with internal and external stakeholders to ensure successful execution of events.

• Assist with event budgeting and financial management, including tracking expenses and reconciling event budgets.

• Conduct post-event evaluations to assess the success of events and identify areas for improvement. Maintain accurate event records and documentation.

• Model exemplary conduct as a representative of the Viterbi School in all internal and external meetings and activities. Engage tactfully and appropriately in high-touch meetings and events.

• Provide other administrative support to the Dean's Assistant and departmental leadership on an as-needed basis.

Job duties may be added or modified as needed.

Diversity, equity, and inclusion are central to the mission of the USC Viterbi School of Engineering. Viterbi staff are expected to facilitate a culture of support and service, to model civility and respectful engagement at all times, and to maintain the highest ethical standards and to maintain strict confidentiality across all facets of their work.

Minimum Qualifications:

High school or equivalent, 2 years with experience with special events planning, fundraising management, or alumni and volunteer relations management. Experience with contracts and other legal documentation. Ability to support event planning (e.g., developing concepts, creating and estimating budgets, producing promotional materials). Experience with audio/visual equipment. Excellent organizational skills and ability to maintain multiple schedules. Excellent interpersonal and written and oral communications skills.
 

Preferred Qualifications:

The ideal candidate for this position can demonstrate a combination of skills and experience in event planning, marketing, and communications. They should possess excellent organizational and project management skills, with the ability to manage multiple tasks and deadlines simultaneously. Strong communication skills, both written and verbal, are essential, as is the ability to build relationships and work collaboratively with diverse stakeholders.

Attention to detail, creativity, and the ability to solve problems quickly and efficiently are also important qualities for this position. Ideally, the candidate would have 2-3 years of experience in event planning or a related field, with a bachelor's degree in event planning, hospitality, marketing, or a related field. They should also be familiar with event management software and be comfortable using technology to communicate and engage with event participants. A positive attitude, willingness to learn, and a proactive approach to problem-solving are also key qualities of an ideal candidate.

Additional Information:

The hourly rate range for this position is $32.16 - $36.65. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope of responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

Required Applicant Documents:

A resume/CV and a cover letter are required. Please feel free to upload your application materials in a single document.

USC and the Viterbi School:

The University of Southern California (USC), founded in 1880, is in the heart of downtown L.A. and is the largest private employer in the City of Los Angeles. As an employee of USC, you will be a part of a world-class research university and a member of the “Trojan Family,” which is comprised of the faculty, students, and staff that make the university what it is.

Founded in 1905, the USC Viterbi School of Engineering is named for Andrew Viterbi who developed an algorithm to connect the world’s citizens. Similarly, the school, located in Los Angeles, a global center for arts, technology and international business in the heart of the Pacific Rim, is a hub for entrepreneurship that connects students from 64 countries.

USC Viterbi is a pioneer in restoring sight to the blind; restoring memory to sufferers of Alzheimer’s; and socially assistive robots to aid seniors with stroke or children with autism. It is the home of the first operational quantum computing center in academia. Our alumni include Neil Armstrong, first human on the moon; A.C. Mike Markkula, co-founder of Apple; and Wanda Austin, former CEO of the Aerospace Corporation.

The USC Viterbi School is consistently ranked among the top graduate programs (U.S. News and World Report). Under the leadership of Dean Yannis C. Yortsos, the school helped re-imagine the 21st century engineer, pioneering the Grand Challenge Scholars Program in schools across the globe. Our mission is to serve California, the nation and the world. At USC Viterbi, we call this the enabling power of Engineering+.

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About University of Southern California (USC)

USC is the leading private research university in Los Angeles—a global center for arts, technology and international business. With more than 47,500 students, we are located primarily in Los Angeles but also in various US and global satellite locations. As the largest private employer in Los Angeles, responsible for $8 billion annually in economic activity in the region, we offer the opportunity to work in a dynamic and diverse environment, in careers that span a broad spectrum of talents and skills across a variety of academic and professional schools and administrative units. As a USC employee and member of the Trojan Family—the faculty, staff, students, and alumni who make USC a great place to work—you will enjoy excellent benefits, including a variety of well-being programs designed to help individuals achieve work-life balance.

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