Position Title: Event Planner,Sr

Employee Classification: Event Planner,Sr

College/Division: Student Success & Enroll Management

Department: 522000-CORPORATE RELATIONS & CAREER EVENTS

Internal or External Search: External - Open to all applicants

Location: Las Cruces

Offsite Location (if applicable):

Target Hourly/Salary Rate:  Commensurate with qualifications

Appointment Full-time Equivalency:  1.0

Exempt or Non-Exempt:  Exempt

Summary:  * Bring Careers & Communities Together! *
Do you thrive on creating seamless, memorable events that connect students, employers, and the community? We’re seeking an energetic Senior Event Planner to lead the planning and execution of career fairs, employer engagement programs, and outreach events that make a real impact. From managing budgets and coordinating vendors to ensuring every detail of event set-up shines, you’ll be at the center of building opportunities and experiences that matter. If you’re a detail-oriented problem solver who loves turning ideas into action, this role is your chance to shine!

Classification Summary:
Designs, establishes, and oversees the integrated logistical and administrative support needs of multiple complexes. Plans educational events, conferences, and other events. Assesses program goals, estimates facility, equipment, logistical, and catering requirements, develops program budgets, and negotiates and administers service contracts. Markets and promotes conference services, negotiates contracts, schedules facilities, and manages catering arrangements.May oversee housekeeping and guest services.

Classification Standard Duties:
Works under minimal supervision. Assignments are broad in nature, usually requiring originality, ingenuity and independent decision making. Has appreciable latitude for unreviewed action or decision. Markets and coordinates conferences and workshops at university facilities to internal departments and external groups. Negotiates,executes and administers contract terms; maintains records of conference contracts. Oversees the facilitation of conference activities including coordination of food services, facility maintenance, and staffing. Invoices, collects, deposits, and accounts for revenues generated through conferences, in accordance with university policies and procedures. motivates employees to achieve peak productivity and performance. Responds to inquiries and researches and resolves problems related to transactions handled by the unit; serves as liaison with other constituencies in the resolution of day-to-day issues.Develops recordkeeping procedures and manages department records in accordance with applicable regulations, policies, and standards. Participates in the development and management of operating budgets for the unit; prioritizes and tracks unit expenditures. Participates in the development of operating goals and objectives; recommends, implements, and administers methods and procedures to enhance operations. Ensures adherence to established University and departmental policies and procedures, objectives, quality assurance programs, and safety standards. Performs miscellaneous job-related duties as assigned.

Required Education, Experience, Certification/License, Equivalency
Required Education:Bachelor's degree in a related field.; Required Experience:Three (3) years of experience directly related to the standard duties as outlined.; Equivalency:An Associate's degree and five (5) years of related experience; or, seven (7) years of related experience may substitute for the Bachelor's degree.; Required Certification/License:

Knowledge, Skills and Abilities
KNOWLEDGE:Knowledge and understanding of meeting and event planning principles, requirements, procedures, and available resources. Knowledge of conference facilities, technology, and equipment. Knowledge of finance, accounting, budgeting, and cost control procedures. Knowledge of public institution purchasing principles, procedures, regulations, and standards. Knowledge of cash management principles and/or procedures. Knowledge of contract documents and specifications. Knowledge of marketing strategies, processes, and available resources. Knowledge of organizational structure, workflow, and operating procedures.; SKILLS:Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community. Skill in organizing resources and establishing priorities.; ABILITIES:Ability to gather and analyze statistical data and generate reports. Ability to analyze and interpret financial data and prepare financial reports, statements and/or projections. Ability to develop, plan, and implement short- and long-range goals. Ability to make administrative/procedural decisions and judgments. Ability to create, compose, and edit written materials. Ability to investigate and analyze information and draw conclusions. Ability to perform complex tasks and to prioritize multiple projects. Ability to negotiate and manage contractual arrangements.

Job Duties and Responsibilities
The Senior Event Planner designs, establishes, and oversees the integrated logistical and administrative support needs of career and community engagement events. This position is responsible for planning and executing a wide range of programming, including career fairs, employer engagement activities, career-related workshops, and community outreach initiatives.

Key Responsibilities:
Event Planning & Coordination
*Plans, coordinates, and executes career-related programming and community engagement events, including large-scale career fairs.
*Ensures all events are delivered within established budgetary constraints.
*Oversees logistical details such as scheduling, registration, vendor coordination, and participant communications.

Administrative & Operational Support
*Responds to inquiries, researches, and resolves issues related to event operations and transactions.
*Serves as liaison with internal and external stakeholders to facilitate smooth coordination of events.
*Develops and maintains event documentation, tracking systems, and reports.

On-Site Event Management
*Directs event set-up, technical requirements, food service, and facilities coordination.
*Ensures proper facilitation of event activities and provides hands-on support during events.
*Troubleshoots and resolves issues that arise in real time.

Preferred Qualifications

- Strong organizational and project management skills with attention to detail.
- Ability to manage multiple priorities under tight deadlines.
- Excellent communication and problem-solving abilities.
- Experience in event planning, coordination, or related administrative functions preferred.
- Ability to work collaboratively with students, staff, employers, and community partners.

Special Requirements of the Position
- Flexible hours during high peak event season
- Yearly conference attendance

Department Contact:  Patricia Leyba, 575-646-3122, pleyba@nmsu.edu

Contingent Upon Funding: Contingent upon funding

Bargaining Unit Eligibility: This is NOT a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME).

Standard Work Schedule: Standard (M-F, 8-5)

If Not a Standard Work Schedule: 

Working Conditions and Physical Effort

Environment: Work is normally performed in a typical interior/office work environment.

Physical Effort: No or very limited physical effort required.

Lifting Requirements: Requires handling of average-weight objects up to 10 pounds or some standing or walking.

Risk: No or very limited exposure to physical risk.