Event Planning Specialist II Job at University of Rochester in Rochester

GENERAL PURPOSE: The University of Rochester School of Nursing seeks a dynamic, organized, and detail-oriented Event Planning Specialist to lead the logistical development, implementation, and successful execution of high-profile events and special projects. In addition to managing signature events, this role will play a critical part in leading special initiatives such as the School¿s Centennial celebration, working closely with various stakeholders to drive project timelines, maintain budgets, and ensure successful delivery of high-impact events. The position will focus on both event execution and strategic project management to align with the School¿s mission, enhance its visibility, and engage its diverse community of students, faculty, alumni, and external partners. Reports to: Director of Strategic Communications RESPONSIBILITIES: Event Strategy & Planning: Lead the planning, coordination, and execution of strategic events, including Dean¿s lecture series, academic symposiums, admissions events, graduation ceremonies, and special projects such as the Centennial. Develop and execute comprehensive event plans, including timelines, budgets, goals, and evaluation criteria Align event strategies with the School¿s mission and objectives, ensuring that events enhance the School¿s visibility and impact. Project Management Lead project management for large-scale special initiatives, including the Centennial, creating detailed project timelines, task lists, and schedules. Oversee cross-functional project teams, ensuring deadlines are met and tasks are completed on time. Develop and manage event and project budgets, monitoring financial performance to ensure delivery within budget constraints. Vendor & Venue Management: Research and recommend event venues, catering services, audio-visual vendors, and other required services. Negotiate contracts, secure vendors, and manage relationships with external partners to deliver top-quality services within budget constraints. Stakeholder Collaboration: Serve as the primary point of contact for event and project stakeholders, including faculty, staff, students, alumni, and external partners. Collaborate with communications, marketing, alumni relations, and development teams to create effective promotion strategies and engagement plans. Facilitate regular meetings with event committees and stakeholders to ensure alignment and progress toward goals. Logistics & Execution: Oversee all event logistics, including venue setup, staffing, registration, signage, catering, transportation, technology, and post-event follow-up. Ensure events are executed flawlessly and in alignment with the School¿s standards of excellence. Evaluation & Continuous Improvement: Conduct post-event debriefings to identify strengths, weaknesses, and opportunities for improvement. Gather and analyze feedback from participants and stakeholders to refine and enhance future event strategies. Other duties as assigned. QUALIFICATIONS: Bachelor's degree required. (in events management, marketing, communications, or related field preferred) 5 years of five years of experience in event management or related field required, preferably in a higher education or nonprofit environment preferred. Or equivalent combination of education and experience preferred. Exceptional organizational skills with the ability to multitask and prioritize in a fast-paced environment required. Proven ability to manage budgets and negotiate contracts effectively required . Strong interpersonal and communication skills with the ability to build relationships and work collaboratively with stakeholders required. Flexibility to work evenings and weekends if required for events required. Experience with event technology platforms, project management tools, and CRM systems preferred. Experience working in higher education or healthcare environments is preferred. The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University¿s mission to Learn, Discover, Heal, Create ¿ and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations. How To Apply All applicants must apply online. EOE Minorities/Females/Protected Veterans/Disabled Pay Range Pay Range: $51,810 - $72,534 Annually The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job¿s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations. Apply for Job Careers Sign In New User Location: School of Nursing Full/Part Time: Full-Time Opening: