Executive Events Specialist (Event Services Specialist)

Department

OFFICE OF THE DEAN - MEDICINE (IN-DOSM-IUINA)

Department Information

Indiana University (IU) School of Medicine (IUSM) is the nations largest Doctor of Medicine (MD) granting medical school and a national leader in medical education, research, and clinical innovation, with 9 campuses across Indiana. Through its statewide academic enterprise and partnerships with leading hospitals and physician networks, IUSM advances its mission to prepare healers and transform health in Indiana and beyond.

The IUSM Office of the Dean provides statewide leadership and administrative support for the school and coordinates institutional priorities and activities involving leaders and partners across IUSM, Indiana University, IU Health, and the broader community.

Job Summary

The Executive Events Specialist is responsible for planning, developing, and executing a broad portfolio of events and related institutional functions sponsored or supported by the IUSM Office of the Dean. The position serves as a primary event-planning resource for functions held at on- and off-campus locations and works closely with senior leaders, internal partners, vendors, and external constituencies. The event portfolio includes school-wide meetings and leadership gatherings; executive and institutional functions; research and administrative events; external reviews and executive recruitment visits; community and industry engagement activities; and events involving donors, alumni, distinguished visitors, and other external stakeholders.

Department-Specific Responsibilities

• Plans and manages a portfolio of recurring and special events sponsored or supported by the Office of the Dean.
• Consults with event sponsors and senior leaders to clarify the purpose, audience, desired experience, requirements, and intended outcomes of each event and translates those objectives into a comprehensive event plan.
• Determines timelines, venue, and space requirements, program flow, hospitality needs, staffing, technology, transportation, security coordination, accessibility, signage, guest-management processes, and other logistical requirements.
• Coordinates activities before, during, and following events; manages multiple events concurrently; and independently adjusts plans, priorities, and resources as circumstances change.
• Serves as the operational lead for assigned events and makes real-time decisions necessary to preserve event quality, continuity, and institutional objectives.
• Plans and executes executive and institutional functions at on- and off-campus venues, including leadership gatherings, receptions, dinners, distinguished-guest visits, and other high-touch events requiring close coordination with senior leaders and external constituencies.
• Coordinates with appropriate facilities and property resources to prepare event locations while distinguishing event operations from routine facility or property-management responsibilities.
• Develops event budgets and manages expenditures within approved parameters.

General Responsibilities

• Plans a variety of recurring and ad hoc events for the university and oversees budgets, vendor contracts, transportation, catering, signage, equipment, technology, and other event components. Coordinates event activities prior to and on the day of events.
• Consults with internal and external constituencies to plan event timelines and specifications and negotiate the terms of agreements and contracts.
• Works closely with vendors and staff to ensure goods and services arrive timely and in acceptable condition for events.
• Interfaces with media and/or marketing and communications representatives regarding calendar of events and event publicity.
• Tracks and analyzes event metrics, such as attendance, participant feedback, and expenses; monitors effectiveness and return of investment; tracks suggested event improvements for future implementation in recurring events.
• Ensures events adhere to university guidelines and policies and event contracts, agreements, and specifications.
• May delegate administrative tasks to Event Services Coordinators.

Qualifications

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• Bachelors degree in business, finance, public administration, or a related field.

WORK EXPERIENCE

Preferred

• Some experience in events, hospitality, or a related field.
• Experience independently planning complex or high-touch events involving senior leaders and external constituencies.
• Experience managing event budgets, vendors, venues, service arrangements, and multiple concurrent projects.
• Experience in higher education, health care, nonprofit, corporate, or another complex organizational environment.

SKILLS

Required

• Proficient communication skills.
• Maintains a high degree of professionalism.
• Demonstrates time management and priority setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast paced, dynamic environment.
• Seeks to acquire knowledge in area of specialty.

Working Conditions / Demands

This role regularly requires the ability to effectively communicate. This role frequently requires the ability to handle equipment. This role frequently requires the ability to remain stationary and ascend/descend ladders/stairs. This role requires the ability to move objects weighing up to 25 pounds. The role requires the ability to detect items in close proximity as well as far away; discern between colors; detect objects in peripheral space of self; discern items in detail; and to have good depth perception. The person in this role must be able to perform the essential functions with or without an accommodation.

Work Location

Indianapolis, Indiana

This is an in-person position.

Advertised Salary

$56,400.00 annually based on candidate experience, skills, and qualifications.

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Job Classification

Career Level: Core

FLSA: Exempt

Job Function: Operations

Job Family: Events

Click here to learn more about Indiana Universitys Job Framework.

Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.

Contact Us

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Telephone: 812-856-1234