Event Coordinator

Job Posting :

JR100394 Event Coordinator (Open)

Department :

Conference & Events, JM

Position Type : Regular

Regular

Open Date : 10-03-2024

10-03-2024

Close Date : 12-03-2024

12-03-2024

$49,582-$65,682

Job Description :

The position will serve as event support for all events requested through Bowie State University Conference and Event Services both physical and virtual events, providing a one-stop shop experience for internal and external customers.

Responsible for maintaining a working relationship with faculty, staff and leaders of outside groups in planning and scheduling all university functions, alumni events, summer conference programs and special events / programs.

Arranges for housing, food services, facilities, and other resources with University and private sources both on and off campus.

Performs related duties as required.

Responsibilities :

• Oversee the personnel and activities related to the day-to-day operations of campus conference / event spaces, furnishings, audio-visual equipment, and other event services technology.
• Serves a point of contact and assists during the planning process to determine meeting and functional space requirements, AV equipment needs, catering services, conference center services, and logistical requirements.
• Ability to provide technical support as it relates to your role, including planning, prep, set-up, maintenance / up-keep and operation of equipment before, during and after projects.
• Assists with planning, maintenance, and / or repair projects to ensure the meeting spaces are well maintained.
• Works closely with appropriate staff, students, and external agents in planning, scheduling, and implementing workflow in order to provide quality assurance and excellent levels of communication.
• Assists with summer operations in but not limited to : student staff training, housing coordination, access / meal cards, parking permits, work orders, emergency safety procedures and overall customer service.
• Communicates with all campus partners (IT, Housing & Dining Services, Public Safety, Facilities, etc.) providing relevant and appropriate information related to conferences.

30% of Time) Onsite Operations

Coordinates all logistical details for conferences and takes action as necessary to ensure room setup is correct, ensures a successful move-in and move-out, and to coordinate the clean-up after the event.

Additional logistical responsibilities include preparing rosters, dining, catering, check in / out processes, classroom and meeting space reservations, audiovisual services, parking / transportation internet access and fitness center access.

• Provides visible, on-site coverage, for events to ensure client satisfaction.
• Anticipates potential problems and determines the best solution for having a successful event.
• Keep detailed and accurate written records.

10% of Time) Post Conference

• Conduct post-event assessments, analyzing summaries and participant and client feedback in order to identify areas of improvement, vendor performance, and improved preparation for future events.
• Work closely with Associate Director of Conference and Event Operations to ensure all aspects billing process are completed.

10% of Time) University-Wide Event Support

• Participate in University-Wide event planning and execution
• Work closely to ensure streamlined communication regarding University event planning and CES operations
• Other duties as assigned

Minimum Qualifications :

Bachelor's degree or equivalent in education, training and / or experience. At least two years of experience in higher education preferred.

Computer experience, particularly in database and spreadsheet applications, required. Must be able to prioritize, balance, and complete multiple tasks with direct but minimal supervision.

Excellent customer service skills required. Requires some non-traditional hours during peak operational periods.

Preferred Qualifications :

Not Currently Available

Conditions of Employment :

Position will require working other than normal working hours

Additional Job Information :

Bowie State University shall not discriminate against any individual on the basis of race, color, religion, age, ancestry or national origin, sex, sexual orientation, disability, marital status or veteran status.

All policies, programs, and activities of Bowie State University are and shall be in conformity with all pertinent Federal and state laws of nondiscrimination including, but not limited to : Title VII of the Civil Rights Act of 1964, as amended, Title IX of the Education Amendments of 1972, the Equal Pay Act of 1963, the Age Discrimination Act, Sections 503 and 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, Federal Executive Order No.

11375, and Article 49B of the Annotated Code of Maryland. This commitment applies in all areas and embraces faculty, staff, and students.

Equal opportunity of access to academic and related programs shall be extended to all persons. Bowie State University shall have as its firm objective equal opportunity in recruitment and hiring, rate of pay, all other promotions, training, retention and dismissals, for all employees and applicants for employment.

The University will stress equal access for employees and applicants for employment to all programs and services provided by the University both on and off campus.

The University will also provide equal opportunity and an atmosphere of nondiscrimination with respect to women and members of minority groups in all its operations.

In addition, the University shall promote equal opportunity and equal treatment through a positive and continuing Affirmative Action Program.

The University makes, and will continue to make, reasonable accommodations to promote the employment of qualified individuals with disabilities and disabled veterans, unless such accommodations would impose an undue hardship on the University's business.

In addition, employees and applicants will not be subjected to harassment, intimidation, threats, coercion, or discrimination because they have engaged in, or may have engaged in, activities such as filing a complaint, assisting or participating in an investigation, compliance review or hearing, or opposing any act or practice made unlawful, or exercising any other right protected by Section 503 of the Rehabilitation Act of 1973, as amended or the Vietnam Era Veterans Readjustment Assistance Act of 1974, as amended.