What are the responsibilities and job description for the Events Specialist - Facilities position at Western Michigan University?
Position Details
Posting Summary
College
VP Business And Finance-DIV
Executive Area
VP Business And Finance
Department
FacilMgmt-Bldg Custodial & Sup
Posting Detail Information
Posting Number
S1433P
Job Type
Full Time, Regular
Pay Type
Exempt/Salaried
Pay Grade
E
Campus Location
WMU-Kalamazoo - Main Campus
Salary Range
Pay is commensurate with qualifications and experience, combined with an excellent benefits package.
General Summary
Coordinates and manages custodial, landscape, and maintenance aspects for University events. Responsible for event preparation and planning, customer interaction, and conducting debriefing meetings after each event. Ensures accurate cost analyses are complete and services are appropriately charged.
Major Duties
- Manages facility services for all University-wide and public events on campus. Collaborates with facility users to provide event planning assistance and guidance to determine levels of service required across all facilities management departments.
- Provides direction to facilities management Staff in maintenance, landscape, and custodial services. Oversees preparation for events and generates work orders for service needed prior to, during, and after the event.
- Develops facility labor budgets needed for event services, prepares cost estimates, and manages billing and chargebacks to events for labor and equipment. Makes recommendations for investing in equipment to aid events management.
- Supervises event services labor during complex events. Ensures a productive and safe work environment and maintains compliance with University policies and procedures, including applicable collective bargaining agreements. Ensures high level service that meets University needs and expectations. Serves as point of contact for customers utilizing facilities management services during events.
- Collaborates with facility management supervisors, managers, and directors to develop and enforce adherence to applicable policies and procedures to ensure University personnel, student, and public safety, as well as protection of university assets and facilities in compliance with local and state regulations.
- Oversees facility equipment rentals, vendor and contractor compliance, and compliance with University procedures and protocols.
- Investigates scheduled events that do not request service, and evaluates the impact on University operations. Ensures that departments are appropriately charged for services. Educates customers on services available, services required, and facilities procedures.
Minimum Qualifications
- Associate’s degree or two years’ college coursework in a related field from an accredited institution.
- Three years’ relevant experience.
- Supervisory or lead experience.
- Strong interpersonal, written and verbal communication skills.
- Office software skills, including word-processing and spreadsheets.
- Proficiency using and querying databases.
- Experience in event planning, scheduling or coordination.
- Knowledge of general facilities management equipment, practice and procedures.
- Ability to work irregular shifts and extended hours, including weekends and holidays.
Desired Qualifications
- Supervisory experience in a collective bargaining environment.
- Experience administering a collective bargaining agreement.
- Relevant industry experience.
Special Instructions to Applicants
- External applicants should use the WMU – Application.
- Internal applicants should use the WMU – Internal Application.
Additional Position Information
- Western Michigan University offers generous benefits to its employees including health, dental, vision, life and disability insurance, retirement, and tuition discount for the employee and tuition remission for eligible dependents. To access information about the specific benefits available for this position, s://www.wmich.edu/hr/enrollment-staff
- Staff Compensation System pay grades and rates are available at: https://wmich.edu/hr/staffcompensation
Physical requirements and working conditions
- Office or other indoor work along with physical outdoor demands. Occasionally lifting or moving materials up to 25 pounds. Walking a minimum of 5 miles during events, including stair, steps and bleachers.
- Work is performed with exposure to any number of elements which may occasionally require some precautions such as safety glasses, protective clothing, ear protection, etc.