Event Services Coordinator

Please see Special Instructions for more details.

• The finalist will be subject to a Criminal Background Check and/or a Motor Vehicle Report
• The Search Committee will not contact references without first verifying permission with the finalist.
• Please ensure your application reflects the knowledge, skills, abilities, and experiences to support your answers to the supplemental questions.
• Do not write ‘see resume’ on your application when completing the job duties section.

If time-limited, note appointment end date

Hours per week 40

Months per year

Months per year 12

Position Number

Position Number 011059

NC Salary Grade Equivalency

NC Salary Grade Equivalency NC09

Classification Title

Classification Title University Program Associate - Journey

Working Title

Salary Range

Salary Range $40,350 - $55,482

Anticipate Hiring Range $40,350 - $50,438

FLSA Status

FLSA Status Non Exempt

Division

Department

Work Unit

Work Unit CRES Conferences

Work Schedule

8:00 am – 5:00 pm;
Monday – Friday with occasional evening and weekend hours required, as necessary.

Primary Purpose of Position

Provides event planning assistance and guidance to students, faculty, and staff of the University through the Department of Conferences, Reservations and Event Services ( CRES ). Responsible for scheduling all campus space, including classrooms and outdoor space, for meetings, conferences, student activities, and special events, as well as maintaining accurate information on a computerized scheduling system. Other duties include coordinating food service, audio-visual equipment, setups, and other relevant event needs for clients;

interpreting and enforcing policies and procedures; administering billing and invoicing related to reservations; managing student event staff to provide excellent customer service; and maintaining rate schedules with an ability to quote fees where applicable.

Required

Minimum Qualifications:

Bachelor’s degree; or equivalent combination of education and experience. All degrees must be received from appropriately accredited institutions.

Note:

Some state job postings state you can qualify by an ‘equivalent combination of education and experience.’ If that language appears above, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both.

• Process requests for space across campus, coordinate all requested services, quote prices for equipment and services, and record information accurately in the scheduling system.
• Schedule space according to University and department policies.
• Ensure that events follow all University policies and complete and file the relevant forms prior to the event.
• Assist in managing the daily workflow of the Reservations Desk, an open, often busy, front of house office.
• Communicate and work closely with service providers and event support staff.
• Provide oversight and direction of student staff. Assist with their training.
• Maintain rate schedules for multiple services and facilities, and be able to quote fees where applicable.

Other Work Responsibilities

• Determine special needs for events occurring in nearby or adjacent spaces, and inform appropriate building staff.
• Build program files for major events with all necessary information, including contacts, billing information, and event specifics.
• Conduct assessment activities related to reservation services provided, and utilize information from assessment to continually improve services and systems.
• Research and remain current on innovations in reservation and room setup software, offering recommendations for future upgrades.
• Utilize appropriate software to process invoices for events and ensure payment is received in a timely manner.
• Provide alternatives to setups or equipment that are either unavailable or unsuitable for the requested space.
• Respond to questions or requests within 24 hours, or, if necessary, forward to appropriate department/person.
• Assign student event staff to designated events to provide customer service, event assistance, and client support.
• Attend and participate in Student Union and/or Cone Center Operations Meetings as designated.

Departmental Preferred Experience, Skills, Training/Education

• Excell…