Event Services Coordinator

Nature of Work : Under the direction of a Manager or above, assists in the design, development and implementation of departmental processes and / or programs.

Recommends policies and procedures to ensure effective coordination of departmental programs. Business and Financial Operations OccupationsTypical Responsibilities : Coordinate the implementation and administration of departmental processes and / or programs.

Ensure that university records are kept in accordance with federal, state and other governing regulations. Monitor, maintain, and provide ongoing analysis of finance or business operations.

May act as principal financial or operational coordinator to the department. Reconcile expenditures of budgeted funds. Work collaboratively with university staff to ensure success of assigned area.

May assist in the preparation and delivery of workshops and training programs. Interpret departmental policies for area of responsibility.

During declared campus emergencies, this position may be required to perform specific job related duties at a designated off campus location or place of residence.

• Required Qualifications : This position requires either (a) Masters degree from an acceptable accredited institution in a directly related area of specialization ;
• b) Bachelors degree from an acceptable accredited institution in a directly related area of specialization and two years of experience directly related to the job functions;

or (c ) 6 years of direct experience.General Description / Primary Purpose : This is work coordinating event services, including technical audiovisual services, risk management procedures, inventory management, event setups, special event work orders, and supervising student / OPSstaff.

Working HoursTuesday thru Saturday, 1p.m. to 10 p.m.; occasional daytime and Sunday / Monday hours as required.Student Supervision : 35% -Supervise Building Manager student staff of 5-7, responsible for event execution, safety and emergency response, customer service, reporting facility maintenance and custodial issues, and providing work direction to Event Services Assistant student team.

• Maintains an accurate and comprehensive position manual for Building Managers. -Provides training and professional development to Building Managers and Event Services staff.
• Provides guidance and information on Event Services procedures to other Student Union staff. -Supports night and weekend execution of programming and events.
• Enforces Student Union andUNFpolicies and procedures among night and weekend staff and facility users. -Acts as the main contact during the absence of team members, communicating any programming, facility, or event issues or concerns with other professional staff.
• Responsible for managing event audio visual asset inventory and performing routine preventative maintenance and repairs.

Event Support : 35% -Performs setups of event furniture and technical equipment to support meeting and event reservations in both indoor and outdoor spaces of the Student Union facility.

• Lifts, bends, crouches, kneels as required to transport, assemble, and disassemble equipment in accordance with safety protocols and proper storage procedures.
• Supervises Event Services Assistants execution of room setups through daily schedules and worksheets, including confirming accuracy and client satisfaction.
• Ensures all equipment is properly secured post-events and supervises execution of event space resetting. -Ensures all Student Union equipment is set up and operated correctly and safely.
• Review diagrams created by other Student Union staff, assess for safety, and make recommendations for updates needed. -Fulfill special staffing requests for events.
• Executes emergency procedures when necessary. -Reports facility risk incidents to the appropriate authorities as well as filling out an incident report.

supervisor, University Police Department, Environmental Health and Safety, etc.) -Provides i formation about the Student Union and campus to Student Union visitors and guests.

Technical / Audiovisual Equipment : 20% -Serves as the departmental liaison for Information Technology Services. -Responsible for managing complex large-scale technology projects that are critical to Student Union operations.

• Coordinates budget planning and budget management related to technology projects and technology purchases and repairs. -Assists with technology related budget submission and approval processes for AandS, Auxiliary, or Student Union Building funding, including providing required content and presenting to associated committees and boards, as needed.
• Serves as the technical advisor for event operations, regarding capability and most effective use of equipment and systems.
• Review audiovisual requests for events and assign necessary equipment during planning phase. -Serve as dedicated staffing at events when requested, providing on-site technical support.
• Submit event-relatedITSrequests, monitor status, and work withITSpersonnel as necessary on resolutions. -Responsible for managing event and technical asset inventory for the department, documenting monthly inventory counts and condition, reporting the current state of inventory items to relevant staff, and understanding the state of the Student Unions assets at all times.
• Perform routine preventative maintenance and repairs to event assets. -Purchases new and replacement equipment items as needed to maintain high-quality meeting and event support.
• Make recommendations for audiovisual upgrades to ensure the Student Union offers relevant facility technical equipment to clients.

Work Orders : 10% -Evaluates reservations for event-related work order needs according to departmental and Physical Facility protocols and procedures.

• Submits event work order requests to Physical Facilities, follows up on status, and cancels / amends work orders as needed due to reservations changes and cancellations.
• Advises other professional staff on work order requirements for client reservations.Departmental RequirementsThis position requires a positive, self-motivated person with excellent interpersonal and communication skills, willing to work in an environment requiring strong emphasis on providing superior customer service in conformance with the Universitys mission and values.

The Delaney Student Union is an integral part of the Division of Academic and Student Affairs and, as such, is measured by its ability to successfully interact with students, faculty, and staff and to assist in their individual needs and concerns.

To this end, the position will be required to demonstrate a caring and patient attitude and utilize conflict resolution skills.

Required Qualifications : Technical and audiovisual equipment operation and troubleshooting is critical. Excellent customer service skills.

Excellent time management, written and oral communication skills, and attention to detail. Proficiency in Windows and Microsoft Office Suite.

Experience training and directing the work of others.Preferred Qualifications : Event management, hospitality, or operations experience preferred.

Experience with event scheduling and / or diagramming software a plus. Experience supervising students a plus.Machines / Equipment used regularlyComputers (PC and Apple products), smart podiums, telephones, tablets, TVs, projectors, specialty event lighting, soundboard mixers, microphones (wireless, wired and lapel), adapters, various speaker systems, printers, and similar items.

Marginal FunctionsInterprets University policy for event execution. Provide constructive feedback on stu