University Events Specialist II/III
Auburn University, Auburn, AL, United States
Salary Range:
USD $53,610.00/Yr. – USD $98,740.00/Yr.
Locations:
Auburn University, Alabama
Categories:
Marketing, Communications, & Multimedia
Job Type:
Non-Faculty
Position Type:
Full-Time
Department:
Special Events
Associated Division:
Office of the President
Req ID:
8686
Overview The Office of Special Events is accepting applications for the position of
University Events Specialist . The University Events Specialist plays a key role in planning and executing high-profile events hosted by the President of Auburn University and the Board of Trustees. As part of the Office of Special Events, this position ensures exceptional experiences for distinguished guests, donors, alumni, and other stakeholders.
Responsibilities include supporting event preparation, managing logistics, and assisting with on-site execution to uphold the University’s standards of excellence. Working under the guidance of senior staff, the Specialist collaborates with campus partners and external vendors to deliver well-organized, detail-oriented events.
This role requires strong communication, organizational, and problem‑solving skills, along with flexibility to work evenings and weekends in support of major University programs.
Responsibilities
Develops and administers special events, projects, and programs for the Office of Special Events. Collaborates with University colleagues to execute the development, planning, and support of events and experiences to meet Auburn University’s strategic goals. Supports and ensures special projects and programs are implemented and operating within specifications. Develops plans and organizes events, including activities such as selecting speakers, negotiating contractual obligations for resources, setup, and logistical considerations. Leads and supports the execution of events, including, but not limited to, reunions, tailgates, awards ceremonies, professional development training, board of directors’ meetings, and other internal and external experiences.
Responsible for monitoring expenditures and adherence to budgets for programs and services. Responsible for transaction reconciliation, reimbursement accuracy, budget status reporting, and in-house budget training. Completes daily operational duties for programs or events to include coordination and organization of activities, meetings, and events, including coordinating the speakers and vendors, reservation of venues, and budget monitoring.
Monitors and manages event RSVPs and attendance lists, ensuring all guest responses are accurately tracked and entered into the appropriate systems. Provides regular updates to event leadership and planning teams to inform strategic decisions related to event logistics, guest experience, and engagement opportunities. Exercises sound judgment and discretion when handling sensitive and confidential information related to donors, students, volunteers, and university officials.
Oversees the inventory and lifecycle management of all presidential and event‑related stationery, including invitation stock and official President’s correspondence materials. This includes forecasting usage, managing reorders, ensuring brand and protocol alignment, and evaluating quality and cost effectiveness. Proactively recommends enhancements, design updates, and new stationery solutions to meet evolving institutional needs and high‑visibility event standards.
Manages and maintains invitation lists for presidential and high‑profile events, ensuring accuracy, consistency, and adherence to proper etiquette and protocol. Conducts detailed data reviews to verify titles, names, affiliations, and formatting standards, and implement quality‑control processes to ensure all materials are error‑free prior to production and distribution.
Serves as the primary project lead for the President’s Holiday Gathering and the annual Holiday Card initiative. This includes cross‑departmental coordination to strategically collect and consolidate guest lists, standardize and format data, and manage timelines and deliverables. Provides analysis and recommendations for process improvements, guest list strategy, and future enhancements to strengthen impact, efficiency, and alignment with institutional priorities.
Maintain and manage the departmental master event calendar, serving as the central point of coordination for event schedules, milestones, and key deadlines. Ensures timely updates and clear communication to keep the team informed of upcoming events, priorities, and dependencies, supporting proactive planning and effective workload management across a dynamic event portfolio.
Partners with the Director to plan and execute select signature events, providing advanced logistical, administrative, and strategic support. Contributes to event planning timelines, coordination efforts, and decision‑making processes, ensuring alignment with institutional priorities, presidential standards, and overall event objectives.
Qualifications Bachelor’s degree from an accredited institution
Level II:
4 years of experience in event or program coordination or management
Level III:
6 years of experience in event or program coordination or management
Desired Qualifications
Experience in a complex organization and supervisor experience preferred.
Experience using Sales Force and other internal systems.
Contract Type Continuing
Equal Opportunity Compliance Statement It is our policy to provide equal employment and education opportunities for all individuals without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, age, disability, protected veteran status, genetic information, or any other classification protected by applicable law. Please visit the Office of Equal Opportunity Compliance’s website to learn more.
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USD $53,610.00/Yr. – USD $98,740.00/Yr.
Locations:
Auburn University, Alabama
Categories:
Marketing, Communications, & Multimedia
Job Type:
Non-Faculty
Position Type:
Full-Time
Department:
Special Events
Associated Division:
Office of the President
Req ID:
8686
Overview The Office of Special Events is accepting applications for the position of
University Events Specialist . The University Events Specialist plays a key role in planning and executing high-profile events hosted by the President of Auburn University and the Board of Trustees. As part of the Office of Special Events, this position ensures exceptional experiences for distinguished guests, donors, alumni, and other stakeholders.
Responsibilities include supporting event preparation, managing logistics, and assisting with on-site execution to uphold the University’s standards of excellence. Working under the guidance of senior staff, the Specialist collaborates with campus partners and external vendors to deliver well-organized, detail-oriented events.
This role requires strong communication, organizational, and problem‑solving skills, along with flexibility to work evenings and weekends in support of major University programs.
Responsibilities
Develops and administers special events, projects, and programs for the Office of Special Events. Collaborates with University colleagues to execute the development, planning, and support of events and experiences to meet Auburn University’s strategic goals. Supports and ensures special projects and programs are implemented and operating within specifications. Develops plans and organizes events, including activities such as selecting speakers, negotiating contractual obligations for resources, setup, and logistical considerations. Leads and supports the execution of events, including, but not limited to, reunions, tailgates, awards ceremonies, professional development training, board of directors’ meetings, and other internal and external experiences.
Responsible for monitoring expenditures and adherence to budgets for programs and services. Responsible for transaction reconciliation, reimbursement accuracy, budget status reporting, and in-house budget training. Completes daily operational duties for programs or events to include coordination and organization of activities, meetings, and events, including coordinating the speakers and vendors, reservation of venues, and budget monitoring.
Monitors and manages event RSVPs and attendance lists, ensuring all guest responses are accurately tracked and entered into the appropriate systems. Provides regular updates to event leadership and planning teams to inform strategic decisions related to event logistics, guest experience, and engagement opportunities. Exercises sound judgment and discretion when handling sensitive and confidential information related to donors, students, volunteers, and university officials.
Oversees the inventory and lifecycle management of all presidential and event‑related stationery, including invitation stock and official President’s correspondence materials. This includes forecasting usage, managing reorders, ensuring brand and protocol alignment, and evaluating quality and cost effectiveness. Proactively recommends enhancements, design updates, and new stationery solutions to meet evolving institutional needs and high‑visibility event standards.
Manages and maintains invitation lists for presidential and high‑profile events, ensuring accuracy, consistency, and adherence to proper etiquette and protocol. Conducts detailed data reviews to verify titles, names, affiliations, and formatting standards, and implement quality‑control processes to ensure all materials are error‑free prior to production and distribution.
Serves as the primary project lead for the President’s Holiday Gathering and the annual Holiday Card initiative. This includes cross‑departmental coordination to strategically collect and consolidate guest lists, standardize and format data, and manage timelines and deliverables. Provides analysis and recommendations for process improvements, guest list strategy, and future enhancements to strengthen impact, efficiency, and alignment with institutional priorities.
Maintain and manage the departmental master event calendar, serving as the central point of coordination for event schedules, milestones, and key deadlines. Ensures timely updates and clear communication to keep the team informed of upcoming events, priorities, and dependencies, supporting proactive planning and effective workload management across a dynamic event portfolio.
Partners with the Director to plan and execute select signature events, providing advanced logistical, administrative, and strategic support. Contributes to event planning timelines, coordination efforts, and decision‑making processes, ensuring alignment with institutional priorities, presidential standards, and overall event objectives.
Qualifications Bachelor’s degree from an accredited institution
Level II:
4 years of experience in event or program coordination or management
Level III:
6 years of experience in event or program coordination or management
Desired Qualifications
Experience in a complex organization and supervisor experience preferred.
Experience using Sales Force and other internal systems.
Contract Type Continuing
Equal Opportunity Compliance Statement It is our policy to provide equal employment and education opportunities for all individuals without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, age, disability, protected veteran status, genetic information, or any other classification protected by applicable law. Please visit the Office of Equal Opportunity Compliance’s website to learn more.
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