University Events Coordinator - Tulsa, OK

The University is a leading academic institution dedicated to fostering a supportive and vibrant campus environment for students, staff, and visitors. Renowned for its commitment to excellence in education, research, and community engagement, the University continually seeks to enhance the campus experience through well-managed facilities and impactful events. The student union and outdoor spaces serve as central hubs for campus activity, providing a welcoming setting where students can engage in a variety of social, cultural, and educational events. Through collaboration with various Campus Services departments, Facilities Management, Campus Security, and external vendors, the University efficiently leverages all available resources to create seamless and memorable events that enrich campus life. This role requires a dedicated professional who can blend operational expertise with excellent interpersonal skills to manage the union and outdoor spaces while supporting other campus venues as needed.

The University Events Coordinator is responsible for the comprehensive management and coordination of the student union and outdoor spaces, primarily the Union and Mayo Student Activities Center (SAC), including maintaining event equipment and ensuring smooth scheduling of these domestic and outdoor venues. This role plays a pivotal role in event success by facilitating communication, exercising vigilance regarding safety protocols, and supervising student staff. Key responsibilities also include administering the Ad Astra event scheduling system, responding to event-related inquiries through a centralized email inbox, and providing direct staffing support for events. The coordinator supports policy development and ensures continuous client satisfaction by managing external communication and feedback surveys. Furthermore, the role demands an active involvement in the creation of event estimates and contracts for external clients utilizing campus spaces and tracking billings accordingly. In addition to event coordination duties, the position oversees the Campus Services social media presence by running reports, conducting data analyses related to social media activities, and keeping pace with current trends to effectively engage the campus community. Support for Visitor and Conference Services is also a component of the job, promoting a cohesive and supportive campus environment. Occasional physical tasks such as lifting, standing, and movement during events, alongside the occasional requirement to work evenings or weekends, demand a flexible and energetic individual. The ideal candidate possesses a Bachelor’s degree, preferably with experience in an academic institution, and demonstrates proficiency with event management software such as Ad Astra. Certifications such as Crowd Control and CPR/AED are advantageous. Overall, this role demands a highly organized, detail-oriented individual with strong communication skills and the ability to juggle multiple responsibilities efficiently in a fast-paced setting, all while maintaining confidentiality and delivering exceptional customer service.

Bachelor's degree
Basic knowledge of events and how they are organized/facilitated
Ability to multi-task efficiently in a fast-paced environment
Extremely proficient with Microsoft Suite
Excellent verbal and written communication skills
Ability to communicate effectively at all levels of the company and with external clients
Collaborative team player
Ability to maintain a high level of confidentiality
High attention to detail
Strong customer service with a can-do attitude
Ability to lift and carry 50 pounds
Ability to perform physical tasks related to event setup and support
Availability for occasional evening and/or weekend work
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