Events and Scheduling Coordinator

Description

The Event and Scheduling Coordinator is responsible for assisting with the development, planning and execution of a wide range of specialized activities connected with top-quality events and other special projects.

Maintains positive working relationships with faculty and staff, service providers, and university departments. Also works with external groups with interest in booking campus space.

The position requires a flexible schedule to include some weekends and evenings.

SPECIFIC MAJOR DUTIES AND RESPONSIBILITIES

• Assists with event planning and execution for complex multi-day and smaller or single activity events. This includes on-site rentals, institutional, departmental, and large student events.
• Works closely with stakeholders throughout the process to understand the strategic goals of the event and incorporate them into the development and execution of the plan.
• Works with supervisor to manage all logistics, service delivery and quality controls including contracts and equipment rental, purchase order and invoice payment and procuring resources for on-site events such as A / V, catering, signage and parking.
• Manage the flow of external inquiries of rental and campus space. Give tours, create proposals, write contracts, and handle all invoices post rental.
• Will act as the on-site planner during rental of campus space; requires working nights and weekends.
• Ability to act calmly under pressure, to identify problems and resolve situations without impacting guests. Track payment, income and expenditures for both internal events and third-party rentals.
• Assist with material prep and production for events.
• Input events and utilize the event management system to track space availability and events on campus.
• Responsible for generating and pursuing rental leads for campus space.
• May perform other duties as assigned.
• Input events and utilize the event management system to track space availability and events on campus.
• Responsible for generating and pursuing rental leads for campus space.
• May perform other duties as assigned.

Qualifications

To succeed in this role, you will need :

MINIMUM QUALIFICATIONS

Associate’s degree in hospitality, business, or another related field with 6 months of relevant event planning experience.

In lieu of degree, 5 years of event planning experience required.

• Proficiency with Microsoft Office programs (Word, Excel, PowerPoint, Outlook, Teams, OneDrive).
• Detail-oriented and process-focused.
• Willingness to learn new technology and constantly improve current skills.
• Ability to represent the University professionally in dealing with prominent guests, faculty, vendors and participants.
• Ability to conceptualize large events with multiple components and to handle multiple responsibilities simultaneously.

Excellent organizational, problem solving and project management skills, including short- and long-term planning, analysis and customer service.

Demonstrated ability to successfully work independently.

Strong interpersonal skills to build and maintain relationships at all levels. Resourcefulness in problem solving and able to keep a level head under pressure.

PREFERRED QUALIFICATIONS

• Bachelor’s degree in hospitality, business, or another related field.
• 1-2 years of professional event planning experience.
• Experience with Peerspace or other space rental advertising sites.
• Experience with Timely event management system and basic knowledge of Audio / Visual equipment.
• Experience in customer service or venue rental management including contracts.

If this sounds like the job for you, here is information on how to apply :

Follow the simple steps to apply online. With your application, please submit a resume and cover letter. Review of applications will begin immediately and continue until filled.

Benefits :

UHSP offers a great package including excellent, affordable health insurance, dental, vision, University-paid life and disability insurance, voluntary coverage, retirement match, and generous parental and caregiver leave, personal and University holiday, sick and vacation time.

University employees have access to library resources, fitness facilities, cafeteria, and university events.

AA / EOE Statement :

University of Health Sciences & Pharmacy in St. Louis is proud to be recognized in 2022 as a Great College to Work For for diversity, inclusion and belonging, faculty and staff well-being and shared governance.

We value the benefits of a diverse student body and workforce. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity, protected veteran status or status as an individual with a disability.

The University’s employment policy shall be supported through a continuing affirmative action commitment that embodies the standards of equal employment opportunities for all persons.

EOE / M / F / Veteran / Disabled.