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Events Services Coordinator

4 months ago

Houston, United States University of St. Thomas Full time
Job DescriptionJob Description

Events Services Coordinator - Facilities Operations

Job Purpose: The Events Services Coordinator is responsible for coordinating and executing a wide range of events for the university. This role involves collaboration with various departments, ensuring smooth logistics, and delivering high-quality experiences for participants.

Key Responsibilities:

Event Management:

  • Develop comprehensive event plans, including timelines, budgets, and resource requirements.
  • Collaborate with university departments and community partners to understand event objectives and requirements.
  • Act as liaison between client and key University stakeholders such as but not limited to maintenance, engineering, housekeeping, police department, IT, and catering.
  • Identify and secure suitable spaces for events as necessary.
  • Oversee Events and ensure a world-class delivery and execution.

Logistics Management:

  • Coordinate logistics for events, including transportation, catering, audio-visual equipment, and other necessary arrangements.
  • Oversee the setup, operation, and breakdown of events, ensuring all aspects run smoothly.
  • Responsible for overall resource and labor allocation for the event.

A/V Coordination:

  • Set up and operate A/V equipment including microphones, speakers, projectors, laptops, and screens for presentations.
  • Troubleshoot A/V issues during events and provide timely solutions to ensure uninterrupted proceedings.
  • Coordinate with A/V vendors and suppliers to secure necessary equipment and services.
  • Ensure all A/V setups comply with university standards and meet the needs of event organizers and participants.
  • Keep up to date with emerging A/V technologies and recommend upgrades or improvements.
  • Train staff and faculty on the proper use of A/V equipment and software.

Budget Management:

  • Develop and manage event budgets, tracking expenses and ensuring cost effectiveness.
  • Explore cost-saving measures without compromising the quality of events.

Vendor and Supplier Coordination:

  • Liaise with external vendors and suppliers to secure necessary services and materials.
  • Negotiate contracts, review proposals, and ensure vendors meet the university's standards.

Post-Event Evaluation:

  • Conduct post-event evaluations to assess the success of events.
  • Gather feedback and identify areas for improvement.

Compliance and Risk Management:

  • Ensure events comply with university policies and regulations.
  • Mitigate potential risks associated with events and implement appropriate contingency plans.

Qualifications: Bachelor's degree in Event Management, Hospitality, Business, or a related field. A combination of at least 5 years of experience and some education is also suitable. Proven experience in event coordination in any industry. Strong organizational and project management skills. Excellent communication and interpersonal skills. Ability to work collaboratively with diverse teams. Experienced in setting up and operating audio/visual equipment

Requirements: Must have a valid Driver's License. Must remain flexible to work varied hours, including nights, weekends, and holidays. Must be able to provide event support as needed to all events on and off campus. Must be able to lead and mentor student workers. Must be proficient in managing and utilizing Event Management Software to ensure seamless planning and execution of events.

The University of St. Thomas is an Equal Opportunity Employer.



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