Events and Hospitality Coordinator

Job Description

Job Description

Position Summary
The Events and Hospitality Coordinator will assist with administrative office operations and provide hands-on support for alumni, donors, and organizational events.  This position will work in a dynamic, service-driven environment while gaining experience in administration, event planning, guest services, and nonprofit operations.

Essential Duties and Responsibilities
Administration and Data Management Support

• Provide administrative and front desk support as needed, including greeting guests and answering and transferring phone calls.
• Assist as needed with the opening and/or closing procedures of the building to ensure the office is secure.
• Support event RSVP tracking and management of attendee lists.
• Maintain clean, organized, and professional office, event space, and public-facing areas.
• Serve as a user of the database and support regular database maintenance processes.
• Execute tasks requiring strong organizational and time-management skills.
  
   

Event Support

• Assist with the coordination and execution of internal and external events, including alumni, donor, and university-related events.
• Support event setup and teardown, registration check-in, guest services, and providing event-related information to guests.
• Provide support for events that may require evening and weekend availability.

Collaboration

• Collaborate with colleagues to ensure clear communication, coordination, and successful event execution.
• Uphold and promote the mission, vision, values, and goals of the SDSU Alumni & Foundation.

Other Duties

• Other duties may be assigned to meet the organization’s needs.

Education and Previous Experience
Current South Dakota State University Students are encouraged to apply. Previous experience working in events, guest experience, administration, customer service, and/or hospitality is preferred but not required.

Additional Qualifications
Qualified individuals will possess the following:

• Ability to think critically and solve problems, sometimes independently.
• Excellent listening skills.
• Reasonable knowledge and familiarity with the university.
• A high level of interpersonal skills, both in person and by phone, to handle sensitive and confidential situations with varied internal and external constituencies.
• Customer service skills requiring clear communication in person, on the phone, and in writing are essential.
• A high level of integrity, including ability to treat confidential information with discretion.
• Ability to be organized and resourceful to locate and compile information and accomplish projects with minimal supervision.
• Consistent attention to detail in composing and proofing materials, establishing priorities, and meeting deadlines.
• Ability to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
• Ability to work independently as well as in a collaborative team environment with professional demeanor, self-reliance, and resourcefulness.
• Dependability and punctuality.
• High energy, positive attitude, and high degree of initiative.
• Proficient experience using the most recent versions of computer software applications including word processing, spreadsheets, database and presentation software (i.e. MSWord, Excel, Outlook, PowerPoint).

Typical Physical Demands
Requires sitting, standing, bending, reaching, and some lifting. Requires manual dexterity sufficient to operate standard office machines such as computers, fax machines, calculators, the telephone, and other office and/or clerical equipment. Requires normal range of hearing and vision.

Employee Statement of Understanding
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Regular attendance is required in this job. This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship. The SDSU Alumni & Foundation is an Equal Opportunity Employer.

 

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