Event Specialist II

Job Details

Description

Position Classification

Regular, full-time, hourly, non-exempt and benefit-eligible staff position. For more benefit information visit

Position Overview

Responsible for planning, coordinating, publicizing and implementing special events, including social events, employee recognition celebrations, conferences and meetings.

Leads the promotion or event from concept to clean up. Assesses promotions and events to ensure employee understanding, guest satisfaction, budget alignment and profitability.

Proposes improvements or new programs to stimulate business or increase efficiency and efficacy of operations. Coordinates all details of promotions and events including concept, theme, staffing, timeline and needs from external vendors.

Collaborates with cross-functional teams to create and gather necessary internal resources, such as advertising, human resources and information technology.

Develops and distributes internal communications regarding upcoming promotions and events. Monitors daily spending and invoice status to ensure total costs are within the established budget.

Maintains inventory of displays and other equipment needed for upcoming events and promotions. Oversees the set up and cleanup of all assigned events and promotions.

Addresses staff and guest questions and complaints and works to reach a resolution. May arrange entertainment or guest speakers for events and promotions.

May prepare reports, presentations or other materials.

Performs work under general supervision. Handles moderately complex issues and problems and refers more complex issues to higher-level staff.

Possesses solid working knowledge of subject matter. Does not supervise other staff (but may supervise students). Typically reports to a department head or manager.

Job Duties

• Meets with on-campus entities, off-campus entities, and / or student organizations to determine desired outcome for events.
• May work evenings and weekends. This includes obtaining information regarding events, event dates and times, estimated number of participants, food services, media and set-up needs.
• Uses good judgment from experience to regulate the requests of customers in order to comply with university policies.
• Offers suggestions of established room arrangements and other creative presentation details based upon the abilities of our facilities and staffing.
• Inspects reserved rooms for accuracy, compliance and completion of event requests.
• Inputs in a timely manner, the proper reservation information data into the scheduling software program.
• Constant coordination of requests for banquets, receptions, and refreshment orders between customers and contract food service management.
• On a regular basis provides upcoming event schedules to Assistant Directors, Building Supervisors, Set-up Technicians, Food Services, Custodial Services and all other appropriate University departments to insure the delivery of all necessary services for the event.
• Provides on a timely basis, all backup documentation to Billing Coordinator for proper and timely billing to the customer.
• Coordinates customer needs to the Building Supervisor, Set-up technicians, Multi-Media Specialist, and the Transportation and Parking Department.
• May address and resolve problem situations with unsatisfied customers.
• Performs other related duties as assigned.

Qualifications / Experience Required

Bachelor’s degree in job related field or 4+ years of work experience or equivalent combination of education and experience.

Qualifications / Experience Preferred

Experience with Microsoft Office suite. Reservation / scheduling experience in a university setting, hotel or conference center.

Bachelor's degree in business related field. Previous experience with EMS software. Experience with any computerized scheduling software.

Knowledge / Skills / Abilities

• Ability to follow instructions.
• Ability to work with others in a team environment.
• Demonstrate respect in interactions, Honesty and Integrity.
• Ability to effectively determine which facilities best suit the needs for the event and presenting the facility on a regular basis to our customer.
• Must be available to meet with the customer and show facilities.
• This may include occasional evening and weekend hours. - Attention to detail and the ability to follow a set system of policies and procedures.
• Excellent communication and organization skills.
• Proven job skills in a detail-oriented position.
• Proven abilities in the coordination and scheduling of events and related functions.
• Must possess excellent customer relation skills, as this position requires meeting with customers and assisting them in the planning of their events, and suggesting the appropriate facilities and, layouts and services to enhance their function.

Physical Demands

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.