Event Services Jobs

Job Summary: The Event Coordinator provides day-to-day organizational and operational support in the development and execution of events held around the campus and facility. This individual is responsible for organizing and coordinating a wide variety of events and assisting other event organizers to ensure that all the needs are met.  

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Essential Duties and Responsibilities:

• Receives and responds to a variety of inquiries regarding the use of the facility by phone, in-person, and email, as well as conducts tours of the facility.
• Meets with potential renters to determine needs and to explain facility capabilities and policies. Plans and organizes preparations for and physical arrangements of events, such as room setup, electrical, audio/visual, technical, catering and staffing, then passes information on to various departments. 
• Assists on aspects of facility booking.  Maintains accurate and up-to-date records and files for all events prior to, during, and after each event within the booking software.
• Prepares and follows up on event contracts, insurance forms, billing invoices, etc.
• Participates in staff meetings to communicate event requirements to all departments and is responsible for completion of all tasks and arrangements. Ensures the event is set up correctly and is ready prior to client’s arrival.
• Analyzes procedures, gathers information and makes recommendations for improvement of services.
• Serves in rotation with other designated staff members as Manager on Duty for events.
• Works in coordination with the Event Experience Manager to ensure correct staffing is scheduled for events and carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws.
• Participates in outside events such as tradeshows and conventions. 
• Performs other duties as assigned.

Qualifications:

• Bachelor’s degree from accredited four-year college or university preferred.
• Three (3) years direct related experience and/or training in the hospitality field required.
• Must possess a valid Driver’s License or ability to obtain within 30 days from date of hire.
• Communicates effectively through both oral and written methods and demonstrates strong organizational skills.
• Anticipates, prioritizes, and manages a high volume of details with overlapping and time-sensitive deadlines.
• Works a flexible schedule, including early mornings, daytime hours, evenings, weekends, holidays, extended workdays, and consecutive days as needed.

Work Environment:

• Occasionally exposed to high or precarious locations, outdoor weather conditions, and vibration while performing job duties.
• Works in environments where noise levels are typically loud and frequent interruptions are expected.
• Navigates crowd-management challenges, including large or fluctuating audience sizes, loud music, and the presence of alcohol.
• Operates in settings that may include dynamic lighting, strobe effects, pyrotechnics, and other sensory elements requiring awareness and adaptability.
• Regularly required to speak and hear while performing essential job duties.
• Frequently required to stand; walk; sit; use hands to finder, handle, or feel and reach with hands and arms.  
• Occasionally required to climb or balance; stoop; kneel; crouch, or crawl and taste and smell.  The employee must be able to lift and/or more up to 10 pounds.