Sr. Event Coordinator - Apidel Technologies

Description:
Sr. Event Coordinator
Local Candidates Only 100% Onsite

Note to suppliers:
  There will be 1 submission per supplier. Please present your top candidate with a snapshot of the candidate to include any information that is important to the Department when reviewing the candidate is recommended to sell the candidate and give the Department/HM all of the necessary information to make an informed decision and so they can quickly review the candidate and move them forward, if everything aligns. Some important things to take into consideration when formatting the snapshot might include but are not limited to is outlined below.

  PLEASE ENSURE ANSWERS TO PRESCREEN QUESTIONS ARE INCLUDED IN THE SUBMISSION AND/OR ON THE RESUME.
  PLEASE INCLUDE AVAILABILITY OF THE CANDIDATE IN THE SUBMISSION THE DEPT IS LOOKING TO FILL THIS ASAP!
  Candidates must be experienced! Candidates who have worked with lawyers or accountants is very much PREFERRED. Gould School of Law is looking for someone who can be highly professional around these types of personalities. If the candidate can at least speak to that kind of experience or similar, they can be considered. Event coordination, planning, and management experience is more important. PMO recommends selling the candidate and outlining the skillset and why the candidate would be a fit for the role in the candidate snapshot.

  School is CLOSED for Winter Recess 12.18.24 - 1.2.25. Candidates being submitted need to be made aware of this as they will not be paid during this time. This is a financial hardship for most so please ensure candidates are vetted and thoroughly understand this.
  Location of Candidate
  If the position is 100% onsite- confirming the candidate understands this and is ok with this
  Highlighting the skillset and how it aligns with the requirements of the role and why the candidate would be fit for the role.
  Availability if an offer is made: Candidates who require a 2-week notice may not be a fit for this role given the sense of urgency unless they have a very strong skillset that directly aligns.
  If the candidate has worked for    previously.
  Any RTO the candidate might need (vacation)
Please ensure candidates being submitted represent the true status of the candidate. If the last job indicates Present, currently working please provide additional information as to why the candidate is seeking other opportunities, when the assignment or other employment ends etc and how soon the candidate can start.
Assignment Information
  Campus or Medical Enterprise: Campus
  Will this position be onsite/remote/hybrid 100% Onsite
  Number of needs: 1
  Target start date: ASAP
  Duration of Assignment: 4.18.25
  Work hours: 9:00am-5:00pm (7.5 hour days). Overtime will be assigned during event weeks.
  Dress code: Business Casual
  Parking:    Guest Parking Structure Cost to be covered by contingent

PRESCREEN QUESTIONS PLEASE PROVIDE ANSWERS TO THE QUESTIONS DURING SUBMISSION
1. Please highlight your experience working with lawyers or accountants.
2. What hotels have you worked with on BEOs
3. What programs do you use to create signage for printing
4. How long have you worked with student workers How many have reported to you directly
5. What cost cutting methods have you used
6. Have you managed a budget start to finish
7. What kinds of vendors have you worked with in the past
  Gould School of Law Continuing Legal Education (CLE) is seeking a temporary Senior Event Coordinator to assist with the planning and execution of six academic conferences with 200-600 attendees each and 7 receptions/dinners for 40-90 guests each. We are a fast-paced office that deals with a high volume of information. Candidates will be expected to maintain a high level of accuracy and commit to proofreading every single work product sent to the practicing attorneys and accountants that we serve. The temporary Senior Event Coordinator will work closely with the CLE team and report to the Senior Director of Development and Continuing Legal Education.

Preferred qualifications:
minimum of 5 years of relevant work experience
previous management experience and/or a background in events
The temporary Senior Event Coordinator will be responsible for:
  Hotel and logistics scheduling
  Catering BEOs coordination from inception to signature
  Event signs creation and printing coordination
  Recruiting student workers to assist with events
  Payments and invoice reconciliation, including budget considerations
  Video vendor coordination and ensuring assets are accurate
  Project management and oversight of tasks. Expected to coordinate efficiently and timely with team on concurrent events.
Plans and directs special events. Acts as event(s) liaison between department or school and vendors, donors, etc. Identifies target groups, develops concepts, designs and coordinates mailings of promotional materials and invitations and directs logistical planning. Maintains records on event activities, progress, and status. tends events to oversee activities and ensure details are handled as planned. Works with or gives guidance to volunteers and/or donors involved in event planning. Negotiates and contracts with vendors for a variety of goods and services related to special events planning. Monitors delivery of goods and services to ensure contract terms are satisfied. Develops and maintains an extensive network of contacts, both internal and external, to facilitate event coordination. Develops and controls budgets on a program or event basis. Negotiates financial terms and authorizes expenditures. Determines staffing needs for special events. Authorizes or secures temporary or additional staff, as required. Researches and maintains current information on volunteers, donors and prospective donors. Minimum Field of Expertise: Experience with special events planning, fundraising management and/or alumni volunteer relations management. Demonstrated proficiency in written and oral communications.
Campus - Non-Clinical Onboarding (CAN START PENDING CRIMINAL IF DRIVING OR HANDLING CASH IS NOT INVOLVED)

CORE
Background
Social Security Trace
7 year worked and lived found by SSN
County Criminal F&M - 7 year
Federal Criminal - 7 year
Widescreen Plus National Criminal Search
National Sex Offender Registry
Application
Temporary Work Agreement
Harassment & Discrimination Pamphlet

ON CAMPUS
COVID VACCINATION REQUIREMENTS: Not required however strongly recommended. Masks Optional.
FLU VACCINATION REQUIREMENTS DURING SEASON 11/1 - 4/30. Not required however strongly recommended. Masks Optional.
Qualified Applicants with arrest or Conviction records will be considered for Employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act