Job Listings

Conference and Events Manager I, Arizona Global

Company:
The University of Arizona
Job Location:
Tucson, Arizona
Category:
Conference and Events Administration

Posting Number: req8292

Department: Arizona Global

Location: Main Campus

Address: Tucson, AZ USA

Position Highlights

Want to make a Global impact? Join our team of more than 100 employees representing every region of the world. Arizona Global is the driving force for the University of Arizona's international engagement. We are creating new opportunities, advancing cutting-edge learning modalities, and leading the field in international collaboration, research, and innovation in higher education.

Arizona Global seeks an enthusiastic professional to provide world-class events and logistics management. The Events and Logistics Manager (Conference and Events Manager I) will work with multiple groups across Arizona Global and the University of Arizona to manage all aspects of events including: UArizona delegations traveling internationally, incoming international visits, short-term programs, conferences, meetings, workshops, tours and special events. The successful candidate will be highly organized and detail-oriented, and will possess the ability to independently set priorities, handle multiple projects, work in a fast-paced environment and deal comfortably with dynamic and ambiguous situations.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to UA recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

Duties & Responsibilities

Organizes all aspects for travel for UArizona
delegations traveling to other countries including:

  • Serving as primary point of contact for all trip
    communications and responsible for communicating all trip details with
    all travelers and hosts
  • Arranging trip meetings as needed
  • Coordinating visa applications if required
  • Researching and purchasing flights
  • Reserving hotels, transportation, etc.
  • Booking meeting rooms if needed
  • Creating trip schedules
  • Submitting all pre-travel authorizations for
    travelers and working with the Global Travel Office as needed
  • Assisting travelers to coordinate any immunization,
    testing or documentation needed prior to travel
  • Supporting travelers with any issues that come up
    during travel
  • Preparing travel reimbursements

Coordinate, plan and execute a wide-range of events,
short-term programs, meetings, signing ceremonies and tours including:

  • Negotiating and securing facilities for events, and
    working with the Arizona Global business office on event contracts as
    needed
  • Preparing detailed scripts of activities for events
    as needed
  • Creating event briefings for stakeholders as needed
  • Hosting international visitors to UArizona paying
    special attention to cultural protocols and arranging all details
    including lodging, transportation, meetings and activities
  • Ensuring timely and effective communication to all
    parties involved
  • Working with Arizona Global Marketing team to
    promote events, create event materials and secure media coverage as
    needed
  • Managing all events and tours as they happen to
    ensure excellent execution
  • With the administrative team, hire, train and supervise
    the daily work of student workers
  • Offer event logistic support and/or advice to Arizona
    Global staff as needed
  • Prioritize conflicting needs; handle matters
    expeditiously and proactively; and follow through on events to
    successful completion, often with competing deadlines
  • Other duties as assigned

Knowledge, Skills, and Abilities:

  • The ability to work evenings and weekends as needed to
    support travelers and events outside normal work hours
  • Demonstrated ability to multi-task, organize and
    prioritize tasks
  • Strong written and oral communication skills and
    excellent attention to detail
  • Excellent customer service skills
  • A team player with the
    ability to take direction as well as work well independently

Minimum Qualifications

  • Bachelor's degree in field pertinent to work
    unitAND three years of directly related events and logistics experience;OR
    Five years of directly related events and logistics
    experience;OR
    Any equivalent combination of experience, training,
    and/or education
  • Ability to drive according to the University Fleet Safety Policy.

Preferred Qualifications

  • Prior experience coordinating all aspects of international travel for individuals and groups
  • Experience managing short-term programs
  • Experience working with people from different backgrounds and cultures and managing volunteers
  • Experience specifically at the University of Arizona; experience with UA systems, policies, and procedures
  • Extensive experience using computer applications including Microsoft Word, Excel and Outlook

FLSA: Exempt

Full Time/Part Time: Full Time

Number of Hours Worked per Week: 40

Job FTE: 1.0

Work Calendar: Fiscal

Job Category: University Operations

Benefits Eligible: Yes - Full Benefits

Rate of Pay: DOE

Compensation Type: salary at 1.0 full-time equivalency (FTE)

Grade

8

Career Stream and Level

M1

Job Family

Conference & Events

Job Function

University Operations

Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Number of Vacancies: 1

Contact Information for Candidates

Erin Chadd

echadd@arizona.edu

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter

Diversity Statement

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As an Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

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