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Job ID: 124434

Temporary Event Planner
Worcester Polytechnic Institute

Date Posted Jun. 13, 2019
Title Temporary Event Planner
University Worcester Polytechnic Institute
Worcester, MA, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Other Administrative Categories
  • Athletics and Recreation Services

Temporary Event Planner


Provost Office Operations - JM

Worcester Polytechnic Institute - WPI

Organize and support major events for Academic Affairs including, but not limited to, GRIE, Project Presentation Day, Great Problems Seminars Poster Presentations, Undergraduate Awards Luncheon, New Faculty Orientation, TA Training, Faculty Receptions, Presidential Speaker Series, Great Minds Multiplied 1st Yr. Experience events, support Morgan Teaching and Learning Center events and special programs, special UMass/WPI events, and Special Events such as Touch Tomorrow.

  • Ensures that the vision for the event is executed; being creative, choosing appropriate venues, entertainment, menus, etc., and communicating with all internal and external stakeholders to ensure smooth execution.
  • Make judgement calls on site to successfully navigate unexpected situations.
  • Develop event communication strategies to appropriately advertise to constituents about each event.
  • Use judgement and discretion to determine appropriate use of event budget.
  • Facilitates process for booking guest speaker(s) for event. Coordinate deadlines, content development, room needs, multimedia equipment, room setup, materials/handouts etc. Manages marketing, awards & giveaways by researching awards for staff and speakers, giveaway gifts for staff, banners & other visuals that will support the vision of the event.
  • Devises systems for accepting and processing nominations and applications; coordinates the selection committees' meetings; provides nomination/application materials to the committees in approved format, preferably electronic; communicates with applicants, nominators, marketing and others; prepares certificates, check requests, and plaque framing for award recipients. Awards include, but not limited to: The Chairman's Prize, Trustee Awards, MQP awards, Summer Undergraduate Research Fellowships, Charles O. Thompson Awards, Salisbury, Kranich and Two Towers Prizes.
  • Manages the websites of the Provost's Office, Undergraduate Studies, and the First Year Experience using a Content Management System (CMS). Also approves all Provost's Office and Graduate Studies website changes.
  • Keeps and communicates runoff show/event timelines; direct and coordinate with the proper service providers to troubleshoot issues as they arise (session materials, PowerPoint presentations, A/V, room setup logistics and cleanup schedules.)
  • Works closely with the Provost or his/her designee on University events to be held at Hughes House. Works on the event vision directly with the Event's Office, Chartwells, Facilities, etc. Supports the event from inception through the event with outside vendors and University staff.
  • Responsible for both training and mentoring of other administrative staff within the Academic Affairs Division for event planning; providing experience, skills, expertise, creativity, and knowledge.
  • New events are planned both through the Dean of Graduate Studies, i.e. PhD career talk series; thesis writing workshops; fellowship writing workshops IDP series, Communication series, etc. Additionally, the VPR foresees additional joint events with the UMass/WPI collaboration.
  • Must be willing to work nights and weekends.

United States of America (Non-Exempt)

WPI is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability. We are seeking individuals with diverse backgrounds and experiences who will contribute to a culture of creativity and collaboration, inclusion, problem solving and change making.

To apply, visit:

About WPI

WPI is a vibrant, active, and diverse community of extraordinary students, world-renowned faculty, and state of the art research facilities. At WPI, we have competitive and comprehensive benefits, including health insurance, long-term care, retirement, tuition assistance, flexible spending accounts, work-life balance and much more.

Diversity & Inclusion at WPI

WPI is committed to creating an inclusive workplace where everyone feels valued and respected; a place where every student, faculty and staff member can be themselves, so that they can study, live, and work comfortably, to reach their full potential, and make meaningful contributions in order to meet departmental and institutional goals. WPI thrives on innovative practice and welcomes diverse perspectives, insight, and people from diverse lived experiences, to enhance the community environment and propel the institution to the next level in a competitive, global marketplace.


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