Events Coordinator

Events Coordinator

This is a professional position reporting to the Director of Conference & Event Services. This person is responsible for sales, event booking and event management at the Younts Conference Center. Responsibilities include client services, collaboration with other university departments, and client-level operational support of in-house technology at the Younts Center. This employee is responsible for administrative and operational coordination of events at the Younts Conference Center and weddings at various campus locations.

Job Responsibilities

• Coordinate with university and off-campus clients to determine event space, technical, and logistical needs.
• Prepare setup plans for events; communicate plans and revisions to clients and production staff.
• Coordinate with university departments and vendors to secure resources and staff support for events.
• Act as "manager on duty" for Younts Center and other campus events.
• Promptly address client concerns during events, utilizing departmental, university and vendor resources as appropriate.
• Provide on call support for summer clients during their time on campus.
• Communicate and enforce safety and facility policies.
• Conduct ongoing review of facility operations to ensure compliance with safety procedures.
• Maintain current information on university facilities and vendors for dissemination to potential clients.
• Schedule events at the Younts Center and campus wedding venues.
• Enter and update client information and event bookings in EBMS and R25; resolve booking conflicts with other departmental and university events.
• Generate contracts, cost estimates & invoices for events.
• Receive and process contracts and certificates of insurance.
• Receive payments & forward appropriately for processing.
• Provide event & incident reports to the Director and, as appropriate, other university departments & external agencies.
• Serve as a consultant for university departments & organizations planning events not held in spaces administered by the department.
• Develop professional, cooperative relationships with faculty, staff, student & community constituencies.
• Monitor equipment conditions and behavior; troubleshoot equipment and, when necessary, refer to appropriate departments/vendors for resolution.
• Communicate openly & effectively with and recognize the contributions of supervisors & co-workers.
• Complete performance review process.
• Pursue professional development to enhance work performance.

Work Relationships

The Event Coordinator maintains a generally cooperative attitude and continuous contact with the Director, others in Conference & Event Services, members of other departments, and professional & student staff for planning, coordinating, problem solving, presenting information and suggestions relating to mutual goals. This person frequently contacts students and the general public to exchange factual information and explain rules, regulations, practices and functions. This person reviews ongoing and completed work to ensure compliance with procedures and deadlines. Job tasks involve multiple procedures with interrelated processes or steps. This person's work involves choosing the appropriate option(s) or procedure(s) to follow and applying established rules and procedures. The Event Coordinator reports to the Director of Conference & Event Services. This person performs work independently in routine matters and refers non-routine issues or questions to the Director.

Education/Skill Requirements

Bachelor's degree with 1-3 years' experience in related field required. Sales and event experience, preferably in the hospitality industry, is preferred. The successful candidate will demonstrate professional experience and superior skills in communication, organization, and administration, along with commitment to excellent client service. Computer proficiency (Windows and Microsoft Office suite) is required. The successful candidate will demonstrate comfort working in a fast-paced, team environment. The successful candidate will demonstrate the ability to take initiative and work independently.

Work Conditions

• Multitasking and prioritization of multiple ongoing processes;
• Configuration, use and troubleshooting of computer, audio-visual and related technology;
• Frequent use of office computer, telecommunication and document handling equipment.
• Frequent standing and walking in indoor and outdoor event, athletic and housing venues;
• Occasional reaching and handling of tools & objects;
• Occasional stooping, kneeling, crouching and crawling; occasional pushing and pulling, lifting and carrying, climbing and balancing;
• Frequent exposure to extremes of temperature & weather during outdoor events and summer programs;
• Evening and weekend work.

Education Requirements:

Certification Requirements:

Job Posting End Date (if date is blank, posting is open ended):