Event Services Coordinator

This position directly... supervises up to 10 students in the Event Services Office. Work Expectation: Flexible hybrid; Be in-person, on-campus depending on events. Event Coordination (50%) • Coordinate the delivery of conferences and events services of Coffman Memorial Union and St Paul Student Center clients, including Registered Student Groups, SUA Student Events & Entertainment, University Departments, and Guests of the University • Advise and consult with clients regarding policies and procedures, event planning and coordination and risk management; follow-up with colleagues and clients to evaluate the success of event • Coordinate facilities event needs including: • Room selection, furniture set up, and equipment • Audio/Visual support with Audio/Visual Technicians • Creation of room set-up diagrams using the diagramming software Visio • Billing and other records pertaining to events, including food, alcohol, and film permits. Make adjustments to final invoice to reflect changes to reservation and resolve discrepancies • Manage difficult conversations around meeting the needs of multiple constituents, keeping the goals of SUA and the University, and the student experience in the forefront of all decisions • Create, evaluate, and implement the daily event logistics, including room furniture setup and teardowns and room cleanliness in meeting rooms, large event spaces, and adjacent areas • Assist in conducting furniture and equipment inventory review processes related to event spaces • Prioritize accessibility and inclusion in digital and physical spaces and services • Work with colleagues in Student Unions & Activities to offer programs, resources, and services to support an inclusive and diverse University community • Coordinate with Student Activities staff regarding registered student group policy enforcement • Innovate new initiatives and efficiencies to ensure high performing event coordination • Other duties and special projects as assigned Supervision (50%) • Supervise and support up to 10 student Event Service Team employees • Guide and coach students to respond to client and patron questions and needs • Provide opportunities and assistance for students to develop leadership skills, organizational skills, communication practices, and experiences working on teams and with a diverse group of people • Utilize inclusive practices to recruit, train, and retain student employees • Develop, schedule, and monitor inclusive and equitable student employee training programs, manuals, and materials • Appropriately communicate organization information through department meetings, one-on-one meetings, email, and regular interpersonal communication • Create budget recommendations for Event Services staffing needs

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