Events and Experience Coordinator

3 weeks ago

Philadelphia, United States University City Science Center Full time
Job DescriptionJob DescriptionDescription:

POSITION SUMMARY

When we have an event at the Science Center --whether it is for game-changing startups, disruptive industry leaders, groundbreaking academic partners, transformative community organizations, paradigm-shifting government agencies or all the above—it’s critical for us to provide a best-in-class experience.

At its foundation, a best-in-class experience begins with operational excellence. The role of the Events and Experience Associate will support the daily operations of the Quorum Lounge space and Quorum client events. Client events can range from early mornings to late nights, including weekends, so a flexible schedule is necessary.

With a 60-year legacy and broad innovation networks, amplifying and extending connections are core parts of the Science Center experience. As part of their work in the Lounge, a highly visible and active gathering place specifically designed for the innovation community to meet and connect. This role will serve as a connector to Science Center and ecosystem partner programs.

The Events and Experience Associate has internal contact with the entire staff and external contact with clients, tenants, and vendors. This position has access to sensitive UCSC information and is expected to handle such information with integrity and professionalism. This position is expected to represent the UCSC in a professional manner. The Events and Experience Associate will report directly to the Customer Experience Manager. This position requires flexibility in daily schedule, operating within normal business hours but occasionally requiring morning, evening, and weekend work and must be available for 37.5 hours/week. This position is temporary and will conclude on September 30, 2024. This position will participate in department activities as necessary.


ESSENTIAL FUNCTIONS

  • Serve as an active steward of the Quorum Lounge, including providing a warm and welcoming touch point and ensuring cleanliness.
  • Maintain the cleanliness and organization of the Quorum Lounge, kitchenette, and event storage space.
  • Inventory consumable goods used in the event space and help with ordering within budget.
  • Facilitate scheduling of Quorum Team meetings.
  • Support the Customer Experience Manager and Events Coordinator in scheduling a variety of internal and external events, coordinating details of client events, and assisting with on-site coordination and logistics of events.
  • Please make sure team rooms, conference rooms, meeting areas, and lounge areas are clean and professional throughout the day as needed.
  • Manage event set up, cleaning, AV/IT support, catering, etc. to ensure smooth event execution. Maintain an operational understanding of A/V equipment and systems in Quorum to troubleshoot A/V issues.
  • Maintain Tripleseat client database to keep track of partner relations, diverse vendors and suppliers.
  • Could you send basic event information/ initial lead responses to potential clients?

ADDITIONAL RESPONSIBILITIES

· Attend relevant workshops or join professional industry groups as necessary to maintain professional knowledge and licensure.

· Adhere to UCSC’s security guidelines and ensures the appropriate handling of sensitive information.

· Facilitate and attend relevant staff meetings to promote communication and execution of goals.

· Complete special projects specific to the function of the department or as needed for the department, or as directed by Science Center management.

· Other duties as assigned within the scope of position expectations.


Embodies and Models Science Center Values:

· Unity: Promotes one Science Center, united and guided by our mission.

· Open Communication: Practices open communication by encouraging a diversity of ideas and recognizing the value of sharing opinions and experiences in our work.

· Integrity: Creates an environment of trust and integrity. Honest and ethical in everything.

· Impact: Works to make a meaningful and measurable difference in the lives of others.

· Equity & Inclusion: Fosters an environment that embraces the strength in the diversity of our team and our community.

Innovation in Action: Committed to continuous learning and open to new ideas that drive positive change.

Requirements:

KNOWLEDGE, SKILLS, AND ABILITIES

· Strong interest in customer experience and event management, including great attention to detail and flexibility to support customer needs.

· Experience with event planning and execution, including demonstrated strong communication skills across stakeholders.

· Willingness to learn new skills and adapt to the needs of the organization, including comfort with piloting and troubleshooting technology systems.

· Desire to connect with and engage with a broad ecosystem of innovation and community partners.

· Proficient with Microsoft 360 and Experience with event management software preferred.

· Previous experience with basic AV equipment systems preferred.


EXPERIENCE, EDUCATION, AND LICENSURE
Minimum Experience: 1-2 years in customer support, event planning, or hospitality.

Minimum Education: A high school diploma or equivalent is required.

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