What are the responsibilities and job description for the University Events Coordinator position at The University of Tulsa?
Job Summary
Responsible for managing the student union and outdoor spaces, as well as provides support for other spaces as needed. Through collaboration with Campus Services, Facilities Management, Campus Security and outside vendors, the University Events Coordinator leverages the resources needed to produce events and activities.
Essential Functions (Responsibilities)
• Maintains the Union and Mayo SAC, including the spaces’ event equipment.
• Facilitates communications regarding the scheduling of outdoor spaces.
• Exercises awareness with regard to building and event safety.
• Supervises and trains Student Staff.
• Maintains Ad Astra reservations, including identifying appropriate spaces for events and activities.
• Maintains Event Help email inbox.
• Provides event staffing support.
• Assists with developing event procedures and policies.
• Communicates with external clients and oversees client satisfaction survey.
• Supports the University Events Coordinator by drafting estimates and contracts for external clients utilizing space in the Union, Mayo SAC, and outdoor spaces.
• Supports the University Events Coordinator in tracking billing for external events in Union, Mayor SAC, and outdoor spaces.
• Maintains the Campus Services social media accounts.
• Runs reports and conducts data analysis related to social media account activity.
• Maintains knowledge of current social media trends.
• Supports Visitor/Conference Services.
• Performs related responsibilities as required or assigned.
Required Qualifications
Knowledge/Skill/Ability:
• Basic knowledge of events and how they are organized / facilitated.
• Ability to multi-task efficiently in a fast-paced environment, drive projects to completion, and act with a sense of urgency.
• Extremely proficient with Microsoft Suite.
• Excellent verbal and written communication skills, ability to communicate effectively at all levels of the company and with external clients.
• A collaborative team player, who can coordinate work effectively with employees, team members, and outside vendors.
• Ability to maintain a high level of confidentiality.
• High attention to detail, demonstrated practice of establishing effective priorities and meeting deadlines.
• Strong customer service with a can-do attitude and strong interpersonal skills.
Equivalent Education/Experience:
• Bachelor’s Degree required.
• Previous work at academic institutions preferred.
• Proficient in Ad Astra, or other event software.
• Crowd Control Certification preferred.
• CPR / AED Certification preferred.
Special Job Dimensions :
Work may require working with highly sensitive or confidential information. Ability to lift and carry 50 pounds, stoop, reach, stand, walk, finger, grasp, feel, talk, hear, see, and perform repetitive motions with or without reasonable accommodations. Occasional evening and/or weekend work may be required. Occasional Moderate to Heavy Physical Demands
Note : The essential job functions and associated qualifications contained in this document describe the general nature and level of the work performed. They are not intended to represent an exhaustive listing or be inclusive of all aspects of the job. The tasks and procedures involved in the performance of the essential job functions may vary day-to-day. Major changes in areas of responsibility may occur, as directed by management, and will require revision of this job description.