Department
University Center
Proposed Minimum Salary
Commensurate
Job Location
Corpus Christi, Texas
Job Type
Staff
Job Description
Description:
The University Center (UC) Events Coordinator is responsible for coordinating logistics for various types of reservations in spaces managed by the University Center, such as meetings, conferences, speakers, performances, and special events. This position does not plan their own events for the department. Instead, they represent the facility and advise clients who wish to reserve space in the facility on room capacities, set-up options, equipment availability and resources. This position supervises the operations and student staffing of the Information Desk and reservation & information specialist student employees. The Events Coordinator reports to the Assistant Director.
Responsibilities:
Reservations Coordination: 75%
Process and coordinates reservations to maximize use of space and support as many reservations as possible within the facility's capacity; consults with clients to resolve scheduling conflicts and to find creative solutions for events.
Coordinate and communicate client event needs with the department and service partners regarding equipment setups, audio-visual equipment, staffing needs, catering, health & safety concerns, security needs, etc.
Inform, educate, and enforce relevant policies and procedures for reservations and building use.
Assists and guides clients though their event planning process by holding client meetings, giving tours of spaces, creating room diagrams, discussing available resources, limitations, deadlines, and cost information. Communicate with clients to ensure smooth-running, effective events, including leading the successful resolution of potential and real problems in a timely manner using tact, sensitivity, discretion, and political acumen.
Check-in with clients prior to and on day of key events to ensure that the room is set correctly according to the client's specifications and to ensure client satisfaction.
Ensure quality service, programmatic success, participant safety, facility security, and cleanliness. Document any safety and security concerns following established protocols.
Manage operations of the Information Desk, including supervising reservations and information specialist student positions. Interview, hire, train, motivate, and evaluate student employees. Clearly define performance expectations, ensure accountability, and provide ongoing informal feedback, coaching, and mentoring.
Create and host training sessions for department clients.
Administrative: 25%
Serve as a team member of the UC staff, assisting with department activities such as event management, emergency preparations and evacuations, strategic planning, annual goal setting, and budget needs.
Articulate UC purpose and goals to clients as it relates to building usage.
Prepare monthly event billing and reports for review and approval by supervisor.
Complete projects or tasks assigned by the Assistant Director (supervisor).
Perform other duties as assigned.
Qualifications:
Intermediate skills in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and databases.
Ability to understand and interpret policies, rules and regulations. Capacity to multitask complex assignments in a fast-paced environment.
Capability to use technology to accomplish responsibilities. Possess strong organizational and conflict management skills.
Ability to work within budgetary limits.
Strong interpersonal, written, and verbal communication skills. Ability to work in collaboration with various representatives from university departments and the community.
Ability to work weekends and evenings as needed.
Level II
Bachelor's degree.
Two years' experience in event planning or related experience.
Level III
Bachelor's degree.
Three years of experience in event planning or related experience.
Preferred Qualifications:
Master's degree in higher education or related field.
Two (2) years of experience working with scheduling/reservations and event coordination in college union and/or higher education environment.
Knowledge of risk management, assessment techniques and diversity issues in higher education administration.
Familiarity with the scheduling software such as EMS.
American Red Cross First Aid/CPR/AED certified.
Previous supervision experience.
Experience in planning, implementing and evaluating small to large-scale university events.
Experience in initiating and implementing leadership training for student leaders.
Salary:
$43,160 -45,783/ Annual
All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution's verification of credentials and/or other information required by the institution's procedures, including the completion of the criminal history check.
Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to diversity.