The Events Coordinator (Executive Assistant I) serves as one of the primary contacts for the School of Leadership and Education Sciences (SOLES) Scheduling and Operations office assisting with building/facilities usage and maintenance. Under the direction of the Lead Scheduler and Operations Supervisor, responsible for the scheduling of all special events held in the SOLES building; coordinates logistics for all SOLES events, responsible for coordination of room and building access for individuals. Provides complex administrative support; participates in formulating, implementing, and evaluating operational policies and procedures. Ensures proper follow-up and resolution of crises and issues and handles all matters with discretion and diplomacy. Communicates extensively with faculty and staff in the School of Leadership and Education Sciences as well as with faculty and staff on a campus-wide basis. Represents SOLES through telephone, personal, and paper correspondence, responding to questions and inquiries relating to departmental operations and projects. The incumbent provides superior customer service to guests and occupants of Mother Rosalie Hill Hall (MRH), maintains records reflecting use of building, handles billing and invoicing of events, and assists with some direction to the custodial and Facilities Maintenance staff. In addition, the incumbent will assist with the coordination of on campus resources to keep the building in proper operating order. Manages all office documents, visitors, and personnel matters with discretion and diplomacy, in the strictest of confidentiality. Supervision received from the Lead Scheduler and Operations Supervisor. This position exercises supervision of student staff, as assigned on a project by project basis and as a back-up.
Duties & Responsibilities:
Building Event Scheduling
● Coordinates building/room access for faculty members and staff. Processes key/entry requests and related record keeping.
● Independently assists with general SOLES room scheduling and reservations for meetings, conferences, and special events utilizing the university scheduling tool.
● Handles daily requests for meeting space and in conjunction with lead scheduler addresses classroom conflicts and meeting space challenges.
● Provides faculty, staff and students with information about SOLES and university-wide technology/media services resources for assigned meeting space use. Provides assistance to faculty and staff with classroom audiovisual equipment and computer needs when audio visual technician is unavailable.
● Receive and respond to all requests for room and building use, entering reservations and other pertinent information into current reservation system software. Attends to constituent’s questions, assisting them with room reservations and disseminating building policies and procedures.
● Identify client needs and secure equipment requests, coordinating as appropriate with Facilities Management, Banquets and Catering, Media Services, Parking Services and other resource providers.
● Regularly review scheduling reports to ensure knowledge and understanding of client requirements.
● Serve as representative of SOLES and USD to various university constituents including students, administrators, staff employees, and vendors.
● Establish and maintain positive working relationships with SOLES clientele, catering personnel, Facilities Management, campus police, and other university officials in conjunction with various events held in the building to ensure proper event management, and general safety and compliance with University policies.
● Attend weekly University Operations/Catering meetings.
● Attend internal operational and staff meetings.
● Collect fees and process transfers and deposits for building and room use.
● Interface with Campus Scheduling office and other buildings to coordinate facility schedules.
● Responsible for enforcement of SOLES policies and regulations to ensure proper use of facility and equipment.
● Handle some physical set-up of furniture and equipment.
● Prepare room and directory signage as necessary to direct event participants.
● Proactively monitor facility environment to ensure comfort of guests, and to ensure it is clean, functional, and orderly.
● Oversee and coordinate day-of-event activities for all events during shift:
o Serve as the client point of contact throughout event; be available and present during transitions as necessary;
o Ensure furniture and equipment set-up is accurate;
o Make/prepare signage as required and/or ensure it is in place;
o Ensure all common areas; restrooms and function rooms are clean;
o Ensure flow of event is smooth, services provided are delivered in a timely and professional manner; address changes and emergencies appropriately;
o Be in regular communication with all day-of-event service providers.
● Post-event activities, ensure & oversee completion of:
o Rearrangement of furniture as necessary and returning of equipment to storage in order to maintain clean and orderly facility.
o Follow up as needed with groups.
● Enter all additions or changes in services including space, audiovisual, etc. into scheduling software in a timely and accurate manner.
● Provides administrative support to the School of Leadership and Education Sciences as needed, including serving as back-up for incoming calls and visitors.
● Assists in the development, implementation and periodic review and revisions of building policies and procedures and revises policy documents as needed.
● Tracks all events correspondence, ensuring timely follow-up and resolution of issues, and maintaining filing system.
● Updates website as needed.
● Assists Dean’s office with logistical support for meetings.
● Assists in ordering of office supplies and equipment
● In coordination with Lead Scheduler, make weekly check of building (all interior and exterior levels of SOLES); report and follow-up on needed maintenance, including malfunction of lights, doors, locks, sound system and other related building equipment.
● Serve as alternate building safety representative, coordinating in building evacuations during emergencies, fire drills, etc.
● Develop any necessary correspondence to communicate information with building occupants (e.g. email, direct interaction, phone calls, etc.) regarding building issues and other pertinent building related matters.
● Maintain and distribute a weekly event schedule for internal and external audiences
● Maintain key inventory and distribution records and issue keys as needed.
● Order and maintain temporary and permanent signage in the building.
● Liaises with the university Facilities and Maintenance department as needed to request work orders for repairs, special cleaning needs, room set up needs, etc.
● High School Diploma
● Three years of related experience
● Bachelor’s degree from an accredited college or university
● Any equivalent combination of education and progressively responsible related customer service experience, with additional work experience substituting for the required education on a year-for-year basis.
Performance Expectations - Knowledge Skills and Abilities:
● Knowledge of multi-media audiovisual equipment set-up and use, including ability to troubleshoot basic A/V issues
● Must possess strong, effective and sharp analytical, time management and organizational skills with the ability to prioritize workload effectively.
● Ability to set priorities and work independently under pressure and with multiple priorities paying close attention to detail in a dynamic environment of regular interruptions, multiple projects, and frequent deadlines.
● Demonstrated interpersonal skills with the ability to work effectively with a diverse faculty, staff, students, and administrators.
● Must demonstrate initiative and ability to organize and manage conflicting goals and agendas.
● Ability to set priorities and work with interruptions, little supervision, and initiative.
● Ability to make independent decisions, and provide consultative services to administrative and academic personnel with the ability to foresee future needs and respond accordingly; ability to recognize the need for policy development and then develop and assist in the implementation of policies.
● Understanding of basic accounting and budgetary procedures and procurement management.
● Ability to become familiar with University departments, fiscal procedures, personnel policies and other regulations quickly.
● Demonstrated ability to work effectively with minimal supervision to complete high pressure, time-sensitive tasks.
● Ability to maintain confidentiality.
● Demonstrated effective oral and written communication skills.
● Ability to establish and maintain effective and productive working relationships with constituents within a diverse, fast-paced and ever-changing environment.
● Ability to function well both independently and under pressure as well as responding to direction and as part of a team.
Special Conditions of Employment:
Must be able to work flexible hours including weekends and evenings as needed. We anticipate this position to require a flexible schedule with an average of 2 weekday evening events per week 1-3 weekend events per month.
Tools & Equipment Used:
● Familiarity with large database software, scheduling software preferred.
● Must be fluent in word processing, database, and spreadsheet software, including Microsoft Office applications and internal database management systems, including internet and e-mail.
● Ability to use software and implement programs to create, accommodate and enhance existing databases, spreadsheets, and tracking systems.
● Ability to analyze reports, summarizing and presenting information from the data base.
● Attend necessary professional development and job-related training.
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.