Posting Title

Overview

The Office of Events and Conference Services complements the mission of the University by coordinating and supporting a wide variety of comprehensive programs. The office is committed to providing quality facilities and services that support the cultivation of community, promote the development of the whole student, foster and celebration multiculturalism, and contribute positively to the growth of spirit. The office is an integral part of the Division of Student Affairs, and strives to uphold the mission of the division as well as the University. 

The Office of Events and Conference Services complements the mission of the University by coordinating and supporting a wide variety of comprehensive programs. The office is committed to providing quality facilities and services that support the cultivation of community, promote the development of the whole student, foster and celebration multiculturalism, and contribute positively to the growth of spirit. The office is an integral part of the Division of Student Affairs, and strives to uphold the mission of the division as well as the University.

Responsibilities

Coordinate with University and external event planners to plan and execute high quality events in various campus venues. Coordinate event support for major and minor University events. Consult with campus units during the planning process about vendor and on-campus venue recommendations; ensure adherence to university policies and procedures; suggest best practices; review programming; and create planning resources. Assess the event logistics for clients utilizing space on campus. Make appropriate recommendations to maximize the success of the event being planned. Establish and cultivate relationships with internal and external service providers and be prepared to make recommendations to both internal and external clients for event support. 

Serve as a critical team member for the Office of Events and Conference Services and the Division of Student Affairs. Participate as requested in departmental and division meetings and events, some of which may occur after regular business hours and/or on weekends. Set a professional example to student staff and all clients through performance, attitude, appearance, and ability to function calmly and effectively in stressful situations. Work with supervisor to assess level of management needed for events. Collaborate with clients to steward event from start to completion. Serve as trouble-shooter and coordinate with university service providers to provide appropriate assistance to clients, addressing unanticipated challenges that arise during the planning and execution of an event.

Qualifications

A Bachelor's Degree and at least two (2) years experience working with events and conferences strongly preferred. Experience in managing complex events. Ability to troubleshoot events in the moment sometimes under stressful conditions. Demonstrated ability to effectively communicate with a wide range of clients, including students, faculty, staff, high profile guests, and conference participants.

Knowledge of and experience using and implementing, the following technologies:

● Standard and typical audio-visual support for meetings, conferences, and events● Video conferencing software (Zoom or hybrid events) and services, including integration with learning management environments.● Event planning experience● Microsoft Office 2007/2010 applications Word, Excel, PowerPoint, Outlook and Project.

Experience using and space scheduling software, conference scheduling/tracking software is desirable.

1. Knowledge: knowledge of basic audio-visual, meeting and event support equipment and operation2. Customer service skills: Customer service oriented attitude and desire to help others3. Planning and organizational skills: ability to a) organize work, set priorities, and determine resource requirements; b) determine short- and long-term goals and strategies to achieve them; c) coordinate with other organizations or parts of the organization to accomplish goals; d) monitor progress and evaluate outcomes.

4. Decision-making skills: ability to a) make sound, well-informed, and objective decisions; b) perceive the impact and implications of decisions.5. Analytical skills: ability to integrate differing bodies of knowledge in troubleshooting and solving problems.6. People management skills: ability to a) inspire, motivate, and guide others toward goal accomplishments; b) develop and sustain cooperative working relationships; c) foster professional development in others.7. Excellent oral and written communication skills: ability to express information to individuals or groups effectively, taking into account the audience and nature of the information (e.g., technical, sensitive, controversial), and to make clear and convincing oral presentations and written reports.

Possession of current and valid U.S. driver’s license appropriate to the type of university vehicle and an acceptable Motor Vehicle Driving Record (MVR) as stipulated in the Vehicle Guidelines and Procedures Manual administered through the Office of Environmental Health and Safety (EHS). Annual clearance of MVR check.