Facilities Management Event Coordinator & ETEC Venue Manager - Facilities Management

Job Description:

The Facilities Management Events Coordinator is a professional-level role with significant functional and operational leadership responsibilities, reporting to the Associate Director of Facilities Operations and Services and is based in the Facilities Management Operations Center (FMOC). The Events Coordinator operates within the Facilities Management Operations Center (FMOC) and is supported by Facilities administrative staff, shop supervisors, and established work order and scheduling systems. The role collaborates closely with Facilities leadership to escalate complex or high-risk operational issues as needed.

This position serves as the lead planner, coordinator, and decision-maker for Facilities -supported campus events, exercising professional judgment to assess feasibility, determine operational requirements, and direct Facilities resources to ensure seamless and successful event support. The role is responsible for evaluating complex event requests, establishing operational plans, coordinating multi-trade Facilities teams, and serving as the primary Facilities liaison to University departments, external partners and community stakeholders. In addition, the position will serve as the Venue Manager for the ETEC building.

This role requires a high degree of independence, proactive functional and operational leadership, and the ability to anticipate needs, manage competing priorities, and ensure campus readiness for high-visibility events.

Primary Responsibilities:

• Evaluate customer requests for event support and determine if requests are reasonable and fall within the domain of Facilities Operations and Services to provide requested support. Participate in walk-throughs and meetings to discuss event setups and needs with requesters. Communicate and coordinate with Facilities Operations and Services shops on all event support requirements, including extensive use of AiM/computerized work order system.
• Point of contact for all ETEC events, serving as the Venue Manager. Approves reservations for essential event spaces in the ETEC building. Collaborates with internal and external groups regarding walkthroughs, coordination, and event arrangements.
• Provide quality customer service to internal and external constituencies requesting the use of university facilities. Work closely with other University Divisions, departments, and outside agencies, as necessary, to accomplish work assignments.
• Assist with coordination and scheduling of Facilities Shops and Trades workload beyond event-related, when needed, within the Facilities Management Operations Center (FMOC). Develop and recommend improvements to the Computerized Maintenance Management System (AiM). Effectively communicate and support the daily operations in the Facilities Management Operations Center (FMOC) as needed.
• Other duties as assigned by the Assistant Director of Facilities Operations and Services and support the University through availability as an Essential Employee and registering for University at Albany Alert emergency notification system. Provide services to the University when possible (committee work, governance, student, or community activities, etc.).

Functional and Supervisory Relationships:

• Reports to: Associate Director of Facilities Operations
• May supervise employees as assigned (if no direct reports at time of filling position)

Job Requirements:

• Strong organizational skills.
• Excellent communication and interpersonal skills.
• Strong working knowledge of Microsoft Office, with emphasis on Word and Excel.
• Ability to work independently.
• Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role.
• Demonstrate ability in the use of computer software and other computer-based tools.
• Demonstrate strong verbal, analytical, and interpersonal skills.
• Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community.
• Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role.

Requirements:

Minimum Qualifications:

• Bachelor's degree from a college or university accredited by a U.S. Department of Education or internationally recognized accrediting organization.
• 2 - 3 years of professional experience in event management or in coordinating labor, material, and schedules in support of operational, production, or shop-based activities.

Preferred Qualifications:

• 2 to 4 years of experience in computerized maintenance management systems, ideally AiM.
• Experience with SUNY policies, procedures, and schedules relating to event management.

Working Environment:

• Typical office environment, but will include walking and on-foot meetings with departments, etc.

Additional Information:

This is a promotional opportunity for current UAlbany employees.

Eligibility for Consideration:

• You must be employed at the University at Albany campus.
• You must be in a State-funded UUP professional position (MC employees are not eligible).
• You must have a permanent, term, or probationary appointment. Only temporary employees employed by UAlbany for three or more consecutive years can be considered eligible.

For details concerning the University's Promotion Policy for Professional Employees, please see HR Memorandum 88-4.

Professional Rank and Salary Grade: Senior Staff Assistant, SL3, $65,000.

Special Note: Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements. Additionally, please note that UAlbany is not an E-Verify employer.

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the University's crime statistics for the past three years; and disclosures regarding the University's current campus security policies. The University at Albany's Annual Security Report is available in portable document format [PDF] by clicking this link

Pursuant to NYS Labor Law 194-A, no State entity, as defined by the Law, is permitted to rely on, orally or in writing seek, request, or require in any form, that an applicant for employment provide his or her current wage, or salary history as a condition to be interviewed, or as a condition of continuing to be considered for an offer of employment, until such time as the applicant is extended a conditional offer of employment with compensation, and for the purpose of verifying information, may such requests be made. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at View phone number on click.appcast.io or via email at View email address on click.appcast.io.

THE UNIVERSITY AT ALBANY IS AN EO/AA/IRCA/ADA EMPLOYER

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Application Instructions:

Applicants MUST submit the following documents:

• Resume
• Cover letter stating all the required minimum qualifications and any of the applicable preferred qualifications
• List of 3 professional references with e-mail addresses and telephone numbers

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Closing date for receipt of applications: May 22.