Event Coordinator

The Event Services Coordinator is responsible for coordinating all events at the Jayhawk Welcome Center/Adams Alumni Center and will provide the highest level of customer service. The Event Services Coordinator works closely with Kansas University (“University”) staff, internal stakeholders and clients while delivering exceptional guest services and experiences. Major Duties Customer Service Ensures a welcoming atmosphere for customers and guests and provides high quality services in a cheerful, timely manner. Greet guests and visitors in a courteous manner and provide highest level of customer service. Provide answers to questions as well as pertinent information regarding events hosted in the Jayhawk Welcome Center/Adams Alumni Center. Help develop and implement marketing plans for the event center and services. Maintains a comprehensive understanding of the mission of KU Alumni as it relates to the educational, research and service goals of the University with the ability to communicate the institution’s needs and priorities-both internally and externally. Event & Hospitality Management Works closely with the hospitality and facility teams to help manage department and event operations. Determines appropriateness and feasibility of events by communicating with customers to assess needs and objectives; coordinates services such as availability of rooms, food and beverage, audio-visual equipment, and other event needs; inputs details into the Event Management Software to create customized reports for KU Alumni leadership, customers, staff, and caterers as needed. Communicates detailed and accurate information to supervisors, peers, and other staff in a timely manner, enabling the execution of daily events. Monitors event activities and conducts post-event evaluations to ensure customer satisfaction. Directs and assists with the planning and execution of KU Alumni events hosted in building. Develops relationships with caterers and all others who provide hospitality related services to the Jayhawk Welcome Center. Provide support for on-site events as needed including (but not limited to) reunions, student events, and home football tailgates which could include night and weekends. Able to direct facilities associates to ensure cleanliness, proper banquet event set-ups and optimal staffing levels Administrative Support Reviews and/or prepares banquet services invoices to ensure accuracy and timeliness. Prepares periodic written reports to document activities and accomplishments in relation to established goals and activities. Assists with developing and managing annual budget for areas of responsibility. Monitor and assist with KU Alumni email account(s) and calendars to ensure customer support and visibility of events in the facility. Learn and utilize content management system, the KU Alumni records database, audio visual equipment and event management software systems Handle confidential and non-routine information. Qualifications Education, Training, Experience Associates or Bachelor’s degree – Preferred A minimum of 1-3 years of related work experience in banquet management, event planning, sales, or marketing- Required Prior experience with a university or other non-profit membership organization- Preferred Event software experience – Preferred Valid driver’s license – Required Standards of Performance Strong oral and written communication skills. Excellent project management and organizational skills. Demonstrable knowledge of and competency in a variety of computer software applications in word processing, spreadsheets, database and presentation software (MS Word, Outlook, Access, Excel and PowerPoint). Excellent interpersonal skills, including the ability to communicate and work effectively with team members from all departments, as well as externally with individuals from diverse backgrounds and cultures. Ability to maintain a high level of professionalism, discretion, and confidentiality. #J-18808-Ljbffr