Department: AUA Facilities, Services and Events

Contract type: Full-time

Job location: Yerevan, the capital of the Republic of Armenia

Application deadline: 05/04/2025

AUA Facilities, Services and Events Department is hiring an Events, Services and Facilities Coordinator.

Please note that this position is a replacement for maternity leave.

Responsibilities

1. Coordinates events such as conferences, lectures, seminars, workshops, press conferences, business meetings, employee appreciation events, virtual events, and special events including non-academic services for students, by 

   • negotiating with customers/clients,

   • performing scheduling with speakers, vendors, and participants,

   • preparing contracts,

   • selecting catering companies to prepare food for events,

   • monitoring food and logistical services’ high quality during the events. 

2. Coordinates event logistics, including preparing the invitee list, sending out invitations, managing RSVP list, registration and attendee tracking, presentation and materials support and pre- and post-event evaluations to ensure timelines and meeting deadlines.
3. Coordinates appointments and visits to see AUA space, and scheduling of events on the calendar.
4. Negotiates and secures event spaces outside AUA for graduation, alumni and staff appreciation events and visits venues to plan layout of seating and decorations.
5. Works closely with the communications department to prepare name tags, materials, notebooks, packages, gift bags, registration lists, seating cards, promotional materials, etc.
6. Works closely with the IT, maintenance and facilities departments to ensure smooth events by testing equipment, sounds and lights in advance.
7. Books talent, including simultaneous translators, sign language interpreters, musicians, bands, and DJs and secures sponsorships.
8. Proposes new ideas to improve the event planning and implementation process.
9. Keeps track of event finances including requests, invoicing, and reporting, calculates budgets and ensures they are adhered to. 
10. Keeps inventory of equipment:  projectors, computers, and other display materials.
11. Prepares an annual breakdown of facilities and equipment usage by colleges/departments for review by the Provost, VPs, and Deans.
12. Handles communications with all external and internal stakeholders including international faculty, staff, and students including assisting with AUA Dormitory-related paperwork and responding to inquiries and assisting with faculty/student housing requests and issues.
13. Handles visa processing including communications with internal/external constituencies.
14. Makes travel arrangements for international faculty and students as well as for staff and faculty business trips. 
15. Assists in overseeing the day-to-day operations of campus buildings and facilities.
16. Provides administrative support to the Facilities, Events, and Services Department.
17. Performs other related duties as assigned by the immediate supervisor.

Requirements

• University Diploma in business/public administration or other relevant field
• Language Skills: Proficiency in English and Armenian (both written and spoken)
• Experience: At least 2 years of relevant experience,
• Skills
  • Proficiency in MS Office, Google Suite, and general office technology.
  • Excellent organizational and communication skills, with an ability to prioritize tasks and manage competing demands.
  • Ability to work independently, take initiative, and contribute proactively to a team-oriented environment.
  • High attention to detail and the ability to handle sensitive and confidential information with discretion.
  • Proactive and able to work in a fast-paced, dynamic environment.
  • Team-oriented with a collaborative attitude.

Please submit a cover letter and resume outlining your qualifications and experience relevant to this position here.

AUA is an equal opportunity employer and is committed to an active non-discrimination program within the institution 

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