Join Student Unions & Activities as an Event Services Coordinator and help us support our students, campus community and Event Services clients while you assist in managing the event operations for the organization and provide excellent customer service. Additionally, this position provides leadership and supervision to student staff while directly supervising approximately 8-9 students in the Event Services Office. This position will be working on campus with a typical work schedule of Monday through Friday from 10:00 AM - 6:30 PM. This is a temporary position and is expected to last up to one year with the possibility for continuation. The salary range is $41,000 - $48,000, depending upon qualifications.
The Event Services Office coordinates logistical aspects of more than 7,000 annual bookings of conference and event spaces in Coffman Memorial Union including 11 conference rooms, the Great Hall (Capacity 1000), Theater (Capacity 400), and other large event spaces. The individual in this position reports to the Events and Operations Manager.
DUTIES AND RESPONSIBILITIES:
Event Coordination (50%)
Coordinate the delivery of conferences and events services of Coffman Memorial Union 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
Supervise and support 8-9 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
Required Qualifications: Bachelor’s degree plus at least 2 years of experience or combination of related education and work experience to equal at least 6 years. Excellent organizational skills, effective written and verbal communication skills and the ability to work with diverse groups of people.
Preferred Qualifications: Some experience in the following areas: supervising or leading others, professional event planning, venue coordination, or working in a student union. Budget experience and working knowledge of reservation software. Experience working with campus and community constituencies. Experience with student development and/or student employees.
Internal Number: 350434
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.