Job Description
Job Description
POSITION: Scheduling and Event Coordinator, Conference and Event Services
DEPARTMENT: Conference & Event Services Office
REPORT TO: Director, Conference & Event Services
WORK SCHEDULE: Fully on campus
POSITION SUMMARY:
The Conference & Event Services Scheduling and Event Coordinator will provide professional expertise and direction in the planning and execution of departmental and external events as well as other related functions. The coordinator will ensure accurate and timely event scheduling, online event registrations, and digital signage coordination. The Scheduling and Event Coordinator will maintain the highest level of professional standards in keeping with the University's mission and values.
REQUIREMENTS:
- Bachelor's degree
- A minimum of three years' professional related work experience
- Ability to master technology quickly
- Ability to follow directives and work independently a swell as in a team
- Ability to work well in a fast-paced environment under deadline pressure
- Willingness and ability to work irregular hours including some evenings, weekends, and holidays
- Be on call as needed
QUALIFICATIONS:
- Detail oriented
- Follow established policies and procedures for the scheduling of conferences and events
- Establish and maintain cooperative working relationships with coworkers, vendors, municipal offices, service contractors and the public
- Demonstrate excellent customer service skills
- Ability to address complex issues utilizing a clear, thoughtful manner to come to a resolution quickly without jeopardizing the event or relationships with people involved
DUTIES:
- Receive, schedule, and confirm customer requests through Astra Scheduler
- Update the Astra scheduling system as necessary
- Provide office administrative support when This includes, but not limited to:
- Generating all departmental reports weekly, biweekly and monthly
- Assist with maintaining the department content management system for the University Web Page
- Report any maintenance items through the work ticket system
- Maintain the front office and ensure the office is adequately supplied with materials (paper, supplies, letterhead, etc)
- Take meeting minutes as needed in CES Team meetings
- Provide coverage as needed for Guest Services, including lunch, vacation, holiday and/or weekend coverage
- Coordinate with departments/student services to obtain event information in a timely manner
- Generate event summaries, room diagrams, agendas and timelines using department templates
- Ensure all event documents are submitted accurately and timely according to department standards and guidelines
- Offer creative ideas and suggestions to customers with special event requests.
- Coordinate meetings and act as a liaison between internal/external customers and other service departments
- Oversee event set-up and day of activities to ensure successful event execution
- Anticipate the needs of each event/project and ensure completion on schedule as assigned
- Attend weekly meetings as scheduled
- Receive External Event Requests, gather initial details and prepare report in coordination with the CES Director.
- Coordinate web-based content management digital displays
- Copy, edit, and proofread digital signage content to ensure all content meets the established brand and University standards and is consistent with other event data and the University calendar
- Assist with event registration form creation and generating weekly reports.
- Assist supervisor with special projects, major university events (Convocation, Graduate Hooding, & Commencement), and other duties as assigned by Director
- Work in a front-line position with frequent interruptions and changes
- Report any maintenance items
- Maintain files for all events including pertinent information for future reference
- Monitors budget and expenditures for assigned events, verify invoices and collect funds from university and non-university sponsored events
- Ability to lift, carry, push, and pull up to 25pounds with or without accommodation
- Perform other duties as assigned by Director
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