Events Coordinator

Events Coordinator

Department:Office Vice President Facilities

Location:West Haven, CT

DEPARTMENT: Facilities - Space Management

TITLE: Events Coordinator

REPORTS TO: Director of University Scheduling and Events Management

EXEMPT/NON-EXEMPT CATEGORY:

GENERAL SUMMARY OF DUTIES:

The Events Coordinator is responsible for assisting in the administration and review of campus wide Web Requests for event/meeting/classroom space as well as support services submitted through the Event Management System by collecting and coordinating all event related logistics and developing a cohesive workflow; additional system maintenance as needed.

MAJOR ROLES AND RESPONSIBILITIES:

• Review Web Requests for space from West Haven Campus submitted through EMS; solicit information and process reservations accordingly, with an emphasis on Recognized Student Organizations

• Serves as primary contact for Recognized Student Organizations with the Office of Facilities for event management.

• Contact EMS Groups to collect and clarify event details/setup information i.e. diagrams, signage, timing, logistical needs etc.

• Utilize University-s Eventbrite software including managing and editing event registration pages for campus community, coordinating payouts for events, and operations of software

• Manage requests for grills in accordance with University Grilling Policy in collaboration with the Fire Science Club

• Flag EMS space requests in need of CBYD permits

• Track outstanding Web Request in EMS requiring CSELO or UPD approval

• Review and activate new EMS account requests

• Maintain EMS Groups annually i.e. contact info

• Maintain room images and amenities for all buildings, rooms, and equipment in EMS database

• Initiate system inventory each semester i.e. tables, chairs, stages etc. and update accordingly

• Responsible for annual scheduling blocks as needed i.e. holidays, building hours, major event blackout dates, administrative scheduling blackout dates, dining hours, German Club members, Board of Governors, etc.

• Collect and print maps/signage for sandwich boards

• Utilize Social Tables room diagraming software by sharing with event coordinators and integrating floorplans with EMS reservation.

• Create Daily Setup Worksheet Reports; distribute to Facilities Team

• In the absence of the Director, serves as primary contact for all office operations including review of all web requests, event logistics, acts as Chair of the Event Steering Committee, and all other responsibilities

• Other duties as assigned by the Director of University Scheduling and Events Management

QUALIFICATIONS, KNOWLEDGE, SKILLS, ABILITIES:

• High School Diploma required; some advanced education toward a degree preferred

• Experience in event management and organization, scheduling and/or EMS software is highly preferred

• Outstanding verbal and written communication skills

• Attention to detail with very organized and consistent work habits

• Proficient use of Microsoft Professional products

• Understanding of web-based computer software

• The ability to multitask and manage multiple projects at the same time.

• Ability to work effectively with individuals of all levels from a variety of backgrounds and interests.

ESSENTIAL PHYSICAL FUNCTIONS (please complete the table below):

• C=Constant (50% or >)

• F=Frequent (25%-49%)

• O=Occasional (1%-24%)

• N=Never (0%)

Description Frequency

• Repetitive motion (sustained movements, motions of the wrist, hand, and/or fingers) C

• Walking (in and around campus; from designated parking areas) C

• Sitting for sustained periods of time F

• Light lifting; < 20 lbs. (supplies) F