The hiring establishment is a prominent educational institution focused on providing comprehensive academic and student services. Situated on the main campus, the division for Academic and Student Affairs encompasses various departments dedicated to enriching student life and fostering a vibrant campus environment. Within this division, the Student Life department manages Student Center Operations, which includes event planning and coordination services tailored for diverse campus activities and external events.
This role of Event Planning Coordinator is classified as PE - Professional/Technical Exempt under Pay Grade PE 07. It is a full-time position (100% appointment) centered at the main campus and offers a dynamic and rewarding opportunity for professionals passionate about event planning within a higher education institution. The Event Planning Coordinator will be responsible for managing all facets of event planning through the Student Center Event Planning Office, ensuring seamless scheduling, reservation management, catering sales, and provision of various event support services.
The primary function of this role involves the promotion, booking, and detailed coordination of event logistics for a wide variety of events. These include internal and external client events, weddings, receptions, campus-wide annual events, VIP and specialty gatherings, President's House functions, campus activities situated outside the Student Center, and multi-day conferences. Additionally, the coordinator supports student organization meetings, social events, and summer camps. A strong focus on providing excellent customer service underpins all aspects of event planning, from initial inquiries and budgeting to post-event billing.
Day-to-day responsibilities include managing event inquiries and resolving client concerns to maintain high service standards. The coordinator will collaborate closely with multiple internal teams such as catering, audio-visual, custodial, and setup staff to ensure the successful execution of events. Special attention is given to maintaining cultural diversity and multicultural sensitivity in service delivery. Exercising discretion and independent judgment is essential as this role involves handling sensitive events and maintaining quality service.
Furthermore, the Event Planning Coordinator represents the office in various cross-functional committees aimed at improving communication and guest satisfaction. Financial responsibilities include ensuring deposits and payments for commercial and external groups are secured in advance, as well as encumbering funds for internal and student groups to maintain consistent billing practices. Coordination meetings with dining and facilities management are routine to review and verify upcoming contracts.
In addition to managing event logistics, the role involves maintaining accurate records and event files, recommending policy improvements, and enforcing relevant department and university policies. The position demands flexibility, including working irregular hours such as evenings, weekends, and holidays, to support diverse event schedules and requirements.
Overall, this position is ideal for a detail-oriented, organized professional with strong communication and fiscal management skills. The role offers an exciting chance to contribute to the vibrant student and campus life by facilitating memorable and well-executed events across multiple domains. Experience in higher education event planning and use of specialized event management software is preferred, enabling the coordinator to operate efficiently in a fast-paced and multi-faceted environment.
Knowledge of event planning, conferences, and catering sales
Two years of experience in large event, conference and catering sales
Excellent management, detail-oriented organizational skills and time management skills
Experience in basic fiscal management
Excellent written and interpersonal communication skills
Working irregular and flexible hours including evenings, weekends and holidays
Proven experience working with diverse groups of staff and students
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