Coordinator of Alumni Center

Position Title: Coordinator of Alumni Center

Reports to: Director of Alumni Center

FLSA Classification: Non-Exempt

Nature of Work:

The coordinator of Alumni Center events is responsible for on-site event planning and execution of all events assigned by the Director of Alumni Center that are held in the ConocoPhillips OSU Alumni Center.

Responsibilities:

• Serve as the primary contact for OSU university events
• Act as on-property primary point-of-contact for clients, fulfilling all needs to include pre-event, event, and post-event details
• Coordinate and communicate verbally and in writing with clients all details of the event according to client specifications, including room diagrams, event setup, signage, building availability, parking, vendors, and audio visual needs.
• Communicate all details of the event to all areas affected in the Alumni Center and ensure that the event is logged into event management software
• Confirm event space is arranged according to documentation and client requests, and make changes per request from the client during the event.
• Perform audio visual check before the event starts with the client to ensure proper equipment functions
• Review all invoices after each event and submit them to the client.
• Send customer satisfaction surveys after each event, along with Thank You communication to the client.
• Speak to clients and co-workers using clear, appropriate, and professional language
• Create and maintain positive OSU and vendor relationships
• Uphold the highest level of customer service to exceed the client’s expectations
• Collaborate with Marketing and Communications team on messaging, content and design for event marketing
• Monitor and schedule heating and air for your events
• Support OSU Alumni Association Events as needed
• Assist Director with team building and on-going training of Student Event Workers

• Assist Director with team building and on-going training of Student Event Workers
• Assist the Director of the Alumni Center in maintaining the physical appearance and streamlined operation of the OSU Alumni Center
• Assist the Director in the planning and implementation of Home Gameday Experience during Football Season
• Assist with additional special events as needed
• Perform other duties as assigned

Organizational Strategy

• Identify new services and ideas that can be implemented at the Alumni Center based on industry trends
• Execute the marketing plan as directed to continue promoting the Alumni Center
• Assist with the management of the budget for the Alumni Center and with Alumni Center marketing
• Maintain goals and objectives for both the Alumni Center team and personal goals and objectives
• Facilitate the effectiveness of Alumni Center team members, including student workers

Job Competencies and Experience:

Education  and Equivalent Experience

Bachelor’s degree from an accredited college or university OR three (3) years of related work experience in event and building management

Core Competencies:

• Effective Communication - Effectively transfers thoughts and expresses ideas both verbally and written in individual and group situations
• Execution & Initiative - Motivates self and others to achieve the best results, displaying energy, drive and a desire to succeed; enlists the support of others as necessary to overcome resistance
• Teamwork & Interpersonal Skills - Develops cooperation and teamwork while participating in a group, working toward solutions which generally benefit all involved parties
• Problem Solving & Judgement - Considers consequences and generates alternative solutions to overcome obstacles
• Adaptability - Responds to change with a positive attitude and a willingness to learn new ways to accomplish work activities and objectives

Equipment Used:

• Multi line telephone
• Desktop computer
• Microsoft Outlook
• Copier, fax, scanner
• Microsoft Office Suite
• Event Management Software (Event Temple)_
• Social Tables
• HVAC Software
• Audio Visual Equipment

Work Environment: 

The position is in an office setting within the OSU Alumni Center. Events and activities may be held outside so there will be some outdoor exposure. Position requires availability to work nights and weekends as determined by event scheduling. Travel may be required in and out of state.

Physical Demands: 

• Position needs to move about inside the office to access file cabinets, office machinery, etc.
• Position needs to be able to transport parcels, packages and other items short distances, and drive a vehicle to deliver and pick up material
• Position frequently communicates with staff, clients and vendors and must be able to exchange accurate information
• Frequently move items weighing up to 50 pounds

Special Condition for Employment: Successful completion of a background check

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for each employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.