Coordinator - Scheduling/Event Services

Position Announcement

Join Utah Valley University as a Scheduling and Event Services Coordinator and play a central role in creating exceptional events and experiences across campus. This position offers the opportunity to coordinate a wide variety of events from concept to completion, working closely with campus departments, community organizations, and external clients to ensure every detail is executed successfully. As a key partner to service providers across the university, you'll oversee scheduling, event logistics, resource coordination, invoicing, documentation, and the management of a centralized event management system. This role is ideal for a highly organized professional who enjoys building relationships, solving complex logistical challenges, and making a visible impact on the campus community through well-planned and successful events.

Summary Of Responsibilities

• System Management - Centralized scheduling software management - Responsible for all space updates, resource inventory, pricing structures, managing location specific information, and all department specific procedures. Responsible for all document management, location utilization approvals, and event confirmations through the centralized scheduling software. Assists in building and implementing new software components. Assists in compiling and publishing event information to the public UVU event website. Assists in maintaining accurate information and adding new content to the Event Services and Sorensen Student Center UVU webpages.
• Social Tables - Maintains Social Tables layouts of all UVU event spaces. Responsible for event creating event layouts with correct location specific resources, in compliance with Safety and Fire Marshal approved capacities.
• Scheduling Requests - Handles a high volume of campus scheduling requests. Directs and coordinates the operational planning of all assigned requests including Use of Premise Agreements, facility scheduling, staffing, technology services, event set-up equipment, safety logistics, day-of execution and/or other related issues. Collects necessary location utilization approvals from applicable campus departments.
• Communication - Reviews and answers all phone and electronic correspondence related to internal and external events expeditiously. Provides service to office walk-ins in need of assistance. Serves as pointof- contact for all event clients throughout the entirety of the event planning process. Manages all contractual, insurance, and risk management documentation, including collection of insurance liability information, creating invoices, sending billing information to accounts receivable and managing client feedback surveys.
• Coordination - Coordinates data distribution and delivers event reports to responsible parties with daily/weekly coordination depending on level of service provider involvement for an event. Schedules and runs coordination meetings with clients as well as coordinates meetings between clients and UVU’s audiovisual event team.
• Service Provide Information - Responsible for service provider specific information for every event. Communicates and provides documentation of specific needs related to A/V services, set up logistics, catering, safety/risk protocols, campus wide impact procedures, compliance with specific policies, documentation management, invoice/billing procedures, etc.
• Perform other job-related duties as assigned.
  
  

Qualifications / Licenses / Certifications

Graduation from an accredited institution with a bachelor's degree in a directly related field of study or a combination of education and experience totaling four years.

Knowledge / Skills / Abilities

Knowledge

• Knowledge of 25Live or equivalent space scheduling utilization program.
• Knowledge of Social Tables or equivalent room layout program.
• Knowledge of event coordination and event management.
  
  

Skills

• Skills with Microsoft Office programs.
• Finely tuned organizational skills; accurate, detail-oriented, and results-oriented.
• Skills in complex event coordination.
• Excellent communication skills, including writing, proofreading, and speaking.
• Excellent customer service and interpersonal skills, both in person and by phone, with a high degree of professionalism.
  
  

Abilities

• Demonstrated ability to plan and produce a variety of large-scale, high-profile public complex events.
• Ability to manage an entire event planning process from start to finish, coordinating the needed operations and communications in a large complex institution.
• Ability to foster a cooperative work environment.
• Ability to organize, prioritize, and schedule resources and work assignments for every event service provider.
• Ability to work collaboratively and harmoniously with co-workers, various campus entities, clients, and others by sharing ideas and resources willingly, constructively, and positively.