Event Services Coordinator or Assistant Director of Event Services

Position Title

Event Services Coordinator or Assistant Director of Event Services

Job Classification

Full-time; Salaried Non-Exempt

Work Schedule

Flexible based on event & conference schedules

Frequent evening and weekend hours

Work Location

Hybrid Work Schedule, Lawrence campus based

Salary Range

$50,000-$55,000

Reporting Relationship

Sr. VP, Programs and Chief Operating Officer

Primary Accountability

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.
•  

Physical/Environmental Demands:

• Frequent: sitting, hearing, listening, talking (on phone, in person), reading (including computers screens, mail).
• Often: repetitive hand motion (such as typing or picking), walking;
• Occasional: work outside normal business hours including mornings, nights and weekends. Ability to reach, grasp, hold, lift, and place moderately heavy loads (up to 50 lbs.) using available resources; perform work above normal heights or in confined spaces; and exposure to noise and temperature variances at both indoor and outdoor events.

Work Environment:

• Activities occur inside and outside, occasionally subject to all weather conditions
• Occasional travel is required
• Loud noise levels associated with crowds at both indoor and outdoor events.

Additional Duties:

Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee(s) holding this position. Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.

Application Deadline:

Job posted 7.10.26 – Review of applications begins 7.27.26 and continues until position is filled.

 

Applicants should submit a letter of interest along with a résumé and contact information for three professional references to dparman@kualumni.org.

It is the policy and commitment of KU Alumni to prohibit discrimination in employment practices, organizational activities and provision of services on the basis of race, ethnicity, ancestry, national origin, religion, age, gender, marital domestic partner status, sexual orientation, gender identity, status as a protected veteran, status as an individual with a disability or other applicable legally protected characteristics. Above and beyond discrimination/harassment based on protected characteristics, KU Alumni also strives to prevent subtler forms of inappropriate behavior (like bias and stereotyping). Whether blatant or hidden, barriers to success have no place here.

 

• KU Alumni is committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. If you need any assistance or accommodations due to a disability, please contact Dwight Parman at dparman@kualumni.org or 785.864.4763.