Internal Events and Engagement Specialist (Project Management)

This position will lead, manage, and execute all college internal events while also assisting with special projects and initiatives aimed at fostering a culture of belonging for all faculty, staff, and students in the college. Additionally, this role will support college operations and community through internal communication by implementing strategies that enhance the flow of information within the college. This position will report to the dean.

Job Duties:

Internal Events:

• Coordinate and execute college-level events and activities, handling logistics, materials, food and beverages, name badges, printed materials or PowerPoints, signage, and flyers.
• Support planning and coordination for events within the building, including employee appreciation events, team-building activities, student orientations, FYE student events, panel discussions, and speaker events.
• Organize and execute Tuesday Tea on a weekly basis.
• Coordinate with departments and programs on logistics for their internal events.
• Ensure event spaces are properly set up and equipped, providing support for event-related logistics.
• Ensure cost-effectiveness and adherence to financial guidelines for internal events.
• Collaborate with external vendors and internal stakeholders to ensure successful event execution.
• Gather feedback and analyze event success to improve future activities. 
• Perform additional tasks and responsibilities related to internal events as needed. 

Internal Engagement: 

• Create and manage content for internal engagement, including college-wide email updates for faculty, staff, and students, text messaging with students, and event and meeting flyers. 
• Maintain the college calendar for events and communicate/advertise these events to the college community.
• Monitor and evaluate the effectiveness of internal communications and adjust strategies as needed. 
• Serve as the primary contact for internal communication needs within the college. 
• Assist college leadership with design and development of materials for college events and alumni, advocate, and advisory boards.
• Support college leadership with scripting and creating presentations for college-level meetings, workshops and board meetings. 
• Collect, evaluate, and update content weekly for the lobby display.
• Support content development for college programs and initiatives.
• Collect and curate newsworthy stories for social media, OU news outlet, and other media sources. 
• Act as the liaison with the OU MarComm Account Executive assigned to the college on all marketing and communication matters including but not limited to webpage management, promotion of and promotional materials for the college, programs, and faculty, social media, and external events (including but not limited to Celebration of Education, Humphrey's Lecture, and commencement ceremonies).
• Act as the liaison with OU Foundation Development on events and promotion of the college with alumni for outreach and external events (including the Scholarship Brunch).
• Perform additional tasks and responsibilities related to internal engagement as needed.

Required Education: Bachelor's Degree, AND:

• 24 months of project management or related experience.

Equivalency/Substitution: Will accept 48 months of related experience in lieu of the Bachelor's degree for a total of 72 months of related experience.

Skills:

• Highly organized and ability to handle multiple projects and deadlines.
• Detail oriented for accuracy of data and information.
• Ability to accurately read and understand written material and instructions. 
• Customer service skills.
• Proficient in Microsoft Office (Word, Outlook, Excel, and PowerPoint).
• Ability to effectively communicate verbally and in writing.

Certifications:

• None

Advertised Physical Requirements:

• Ability to engage in repetitive motions.
• Ability to communicate verbally in order to express oneself and exchange detailed information with others. 
• Ability to lift up to 50lbs.
• Frequent exposure to pressure caused by deadlines and busy periods.
• Requires contact with other departments and university officials.
• May be required to travel.

Departmental Preferences:

• Experience with Constant Contact or other digital email platforms.
• Experience with Canva and other design applications and software.
• Knowledge of the OU procurement system.
• Valid Oklahoma Driver's license to drive University vehicles and/or pick up supplies and materials for events. 

Supervision: None

Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy. To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing.

Why You Belong at the University of Oklahoma: The University of Oklahoma fosters an inclusive culture of respect and civility, belonging, and access, which are essential to our collective pursuit of excellence and our determination to change lives. The unique talents, perspectives, and experiences of our community enrich the learning, and working environment at OU, inspiring us to harness our innovation, creativity, and collaboration for the advancement of people everywhere.

Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate based on race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to, admissions, employment, financial aid, housing, services in educational programs or activities, and health care services that the University operates or provides.