Event Coordinator

3 weeks ago

Fayetteville, United States Methodist University Full time
Job Details

Job Location
Methodist University Location - Fayetteville, NC

Position Type
Full Time Staff

Description

Job Summary:

To perform the full range of coordination of events, conferences or meetings, event set-up, tear-down and maintenance duties for a wide variety of events. Duties include managing the booking of space and resources for events and providing on-site event assistance. On-site event assistance includes coordinating with various areas to ensure that event set-up, lighting, equipment, personnel, etc. are booked and within the requested parameters. This position represents the University at on-campus events and makes judgments to ensure the safety and satisfaction of internal and external customers. Events include social events, employee recognition celebrations, conferences, and meetings requested by internal and external customers.

This position requires a flexible schedule; will be required to work varied hours to include nights, weekends, and holidays. This position reports to the Director of Events and the Vice President for Planning and Administration/Chief of Staff.

Essential Duties:

Essential duties may include, but are not limited to the following:
  • Manage, schedule, and book all space and resources for all events on campus using Course Dog.
  • Respond to all venue requests within 48 hours.
  • Provide suggestions and recommendations regarding set up for internal events and is responsible for being sure the space is available and reserved as well as all resources are on hand for all internal events.
  • Coordinates and arranges for the services and equipment for internal events as well as the set up and tear down of the events in coordination with maintenance and facilities, production specialist, public safety, custodial services, and catering.
  • For events managed by this position, will need to assist custodians with event set-up, trash removal and bathroom checks as needed. For external events, only responsible to ensure the resources are available and at the designated location.
  • Providing proper event set-up including, but not limited to moveable walls, tables, chairs, stage, dance floors, bleachers, trash containers, carpet runners, electrical cords, etc. as determined by facility renters.
  • Facilitate the scheduling, coordinating, and accommodating of internal and external groups.
  • Coordinate event set-up with the staff, customer, and vendors to ensure proper set-up and customer satisfaction while following Methodist University policies and procedures.
  • Ensure all internal events are planned and executed successfully and within the designated protocol for the type of event held.
  • Coordinate greeting of event personnel upon arrival. Coordinate any further requests and assist with the needs of the event.
  • Process any purchase orders or payments related to internal events through the necessary procedures.
  • Respond to public inquiries in a courteous manner; provide information within the area of assignment. Resolve complaints in an efficient and timely manner.
  • Point of Contact for summer camps and other events as delegated.
Qualifications

Qualifications:

Experience & Education:
  • High School Diploma or equivalent.
  • 2-3 years of related experience required, or any combination equivalent to experience and training that would provide the required knowledge, skills and abilities would be qualifying. Experience working in a University setting is preferred.
  • Must have a valid driver's license.
Knowledge, Skills & Abilities:
  • Operate a variety of vehicles and equipment.
  • Operate hand tools and equipment safely.
  • Use a computer, experience with or ability to learn Microsoft Office suite (outlook, word, excel, etc.)
  • Read, understand, and follow oral instructions.
  • Respond to requests and inquiries from the employees of Methodist University and general public.
  • Interpret, explain and enforce policies and procedures.
  • Communicate clearly orally and in writing.
  • Coordinate, plan organize and review the work to meet the demands.
  • Exercise good judgment, flexibility, creativity and sensitivity in response to changing situation and needs.

Work Environment:

Must be able to work varied hours to include evenings, nights, and weekends. Exposure to cold, heat, noise, outdoors, vibration, confining workspace, dust, chemicals, mechanical and electrical hazards. Ability to travel to different sites. Availability for emergency call or on call duty.

Physical Activities:

Essential functions require maintaining physical condition necessary for significant physical activity such as sitting, standing, walking, kneeling, crouching, stooping, squatting, crawling, twisting, climbing and lifting up to 60 lbs and traveling to different sites and locations.

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