University of Southern California

Special Events Coordinator

Posted 13 Days Ago

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University Park, CA

In-Office

27-31 Hourly

Mid level

Edtech

The Role

The Special Events Coordinator manages the planning and execution of 30-50 events annually, ensuring logistics align with strategic goals and maintaining vendor relations.

Summary Generated by Built In

The USC Gould School of Law Events Office is looking for an experienced and detail-oriented event planner to join their team. The Special Events Coordinator is responsible for the strategic development, planning, and execution of a wide range of events throughout the year.

This position will independently manage all aspects of 30-50 events annually, from conception to completion, and prepare detailed post-event reports. The role requires strong administrative and organizational skills, demonstrated proficiency in Microsoft Excel, and familiarity with list management, website administration, and basic graphic design. The candidate must be an effective communicator – both in writing and in person – and able to work professionally with a wide range of internal and external stakeholders.

Events may take place on the USC campus or at off-site venues. Local travel will be required, and the candidate must have reliable transportation to run event-related errands and attend off-campus meetings and programs. This is a high-profile position in a collaborative, fast-paced, team-oriented environment. Early mornings, nights and weekend work will be required.

Preferred Qualifications:

Education: Bachelor's degree
Experience: 3 years in event planning with substantial administrative responsibilities.
Field of Expertise: Bachelor’s degree in hospitality, business administration, communications, public relations, or related field. Experience in higher education. Experience planning and coordinating corporate or large-scale events. Proven leadership and project management abilities. Understanding of all relevant state and local event regulations. Knowledge of local community and vendor landscape.

Job Accountabilities:

Plan, design, and manage special events from start to finish, serving as the primary liaison between the department and vendors, alumni, donors, speakers, and other stakeholders. Develop event concepts, oversee creation and distribution of promotional materials and invitations, and direct all logistical planning. Maintain comprehensive records of event progress, expenses, and post-event evaluations.
Attend and oversee events to ensure execution aligns with plans, resolve issues as they arise, and remain on-site through breakdown and cleanup. Provide guidance to staff and volunteers supporting event operations.
Negotiate and contract with vendors for goods and services, ensuring all deliverables meet contractual terms.
Build and maintain a strong network of internal and external contacts to support effective event planning.
Develop and manage budgets for each event, negotiate financial terms, and authorize expenditures with supervisor oversight.
Assess staffing needs for special events and coordinate temporary or additional staff as needed.
Assist with final exam administration and proctoring at the end of the Fall and Spring semesters and commencement each year.
Perform other related duties as assigned or requested. The university reserves the right to add or change duties at any time.

The ideal candidate will demonstrate:

Excellent customer service skills
A high level of professionalism
Strong troubleshooting and problem-solving abilities
Sound judgment and decision-making skills
Discretion in handling sensitive and confidential information and situations
Ability to manage multiple projects and adapt to frequent interruptions
Proficiency with computer systems and software applications
Attention to detail and grammar inaccuracies

ATTENTION: Applicants must upload a cover letter and a resume to be considered for this position.

Learn more about our benefits and perks here: https://employees.usc.edu/benefits-perks/

The Gould School of Law (Gould) considers candidates that demonstrate, through ideas, words and actions, a strong commitment to USC’s Unifying Values. Gould holds a unique position in society, and within the university, as every aspect of these principles are influenced by and can be protected through legal rules and institutions. At Gould, we are proudly committed to maintaining a community in which each person respects the rights of others to live, work, and learn in peace and dignity, to be proud of who and what they are, and to have equal opportunity to realize their full potential as individuals and members of society.

The hourly rate range for this position is $27.00 - $30.90. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

Minimum Education: High school or equivalent
Minimum Experience: 2 years
Minimum Field of Expertise: Experience with special events planning, fundraising management, or alumni and volunteer relations management. Experience with contracts and other legal documentation. Ability to support event planning (e.g., developing concepts, creating and estimating budgets, producing promotional materials). Experience with audio/visual equipment. Excellent organizational skills and ability to maintain multiple schedules. Excellent interpersonal and written and oral communications skills.

USC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC observes affirmative action obligations consistent with state and federal law. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations, including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance, and with due consideration for patient and student safety. Please refer to the Background Screening Policy Appendix D for specific employment screen implications for the position for which you are applying.

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) 821-8100, or by email at [email protected]. Inquiries will be treated as confidential to the extent permitted by law.