The coordinator will manage all aspects of event services and management for clients reserving space through the Event & Guest Services office in the Adele H. Stamp Student Union – Center for Campus Life. This position makes procedural and operating decisions based on the knowledge of applicable policies and procedures in conjunction with other university service providers and partners. The coordinator will provide clients with education on the event planning process; use event software to record and manage event details; meet with clients to discuss and coordinate event details; create detailed event diagrams, coordinate services with other service providers and campus partners; and provide on-site coverage while events are occurring. The position includes the direct supervision of several student assistants. An event coordinator can expect to process approximately 2000 bookings annually.
Manage all facets of events services for assigned clients. This includes processing event requests submitted electronically, maintaining communications with clients to discuss and arrange event details, updating event information, creating detailed room setup diagrams, coordinating with other service providers, and being an onsite liaison during events. Assist with administering policies and procedures related to expressive activity (Free Speech) events on campus. This position will require some work time outside traditional business hours.
Meeting regularly with other university service providers (catering/dining services, police, fire marshal, maintenance/housekeeping, and other venue managers) to review and share information about upcoming events, and make decisions about required additional services (security, insurance, waivers, special permits) for events. May also include post-event evaluations, and recommendations for the future.
Supervise student assistants to include hiring processes, ongoing job training, regular staff and individual meetings, and regular evaluations of work performance.
Participate in the development and implementation of strategies to maintain and increase revenue generation and facility usage for both the Event & Guest Services unit and the Stamp Student Union department.
Serve as an onsite liaison to maintain building management, operations, and security. This will require work outside normal business hours, and at times when others may not be required to report to work. Other duties as assigned.
The Coordinator will also perform other duties as assigned.
Minimum Qualifications: A Bachelor’s degree and at least two years of related professional experience in event management in a university student union, hospitality management, or conference management setting, or an equivalent combination of education, and additional years of relevant professional experience; must also have previous supervisory experience. Strong customer service and leadership skills? an ability to work in an environment that involves collaboration; the ability to prioritize and efficiently manage multiple assignments; be organized and energetic. Must be able to perform without constant supervision; be familiar with event management software programs; be able to manage office operations using networked computers, copiers, and multi-line phones; be able to display cultural competence.
Preferences: A master’s degree in higher education/student affairs or a degree or certification in event management. Previous experience working with student organizations is a bonus.