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Events Coordinator

2 months ago

Doral, United States University of Miami Full time

Current Employees: If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet. The Events Planner oversees all aspects of planning meetings, conferences, workshops, seminars, lectures, and other special events for the assigned department(s). Furthermore, the Events Planner assumes responsibility for ensuring all amenities and accommodations at the event are adequate. CORE JOB FUNCTIONS * Maintains records of facility use and revenue and expense reports. * Creates, updates, and revises inventory and maintenance checklists. * Provide recommendations to upper management regarding vendor, venue, and food services. * Ensures that events proceed as scheduled and do not conflict with other activities. * Acts as liaison to vendors and external entities. * Guarantees that activities and costs remain within set budgetary constraints. * Supervises registration and check-in at events. * Adheres to University and unit-level policies and procedures and safeguards University assets. This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary. CORE QUALIFICATIONS Education: Bachelor's Degree in a relevant field Certification and Licensing: Not Applicable Experience: Minimum 2 years of relevant experience Knowledge, Skills and Attitudes: * Ability to communicate effectively in both oral and written form. * Ability to handle difficult and stressful situations with professional composure. * Ability to maintain effective interpersonal relationships. * Ability to understand and follow instructions. DEPARTMENT ADDENDUM - specific to Parking & Transportation dept Department Specific Functions Business Title: Events Coordinator The Events Coordinator supports the day-to-day events requests and helps the Sr. Manager manage resources needed for multiple events happening at the Coral Gables Campus. This includes but not limited to: * Consult with customers to determine objectives and requirements for events, such as meetings, conferences, and conventions. * Coordinate services for events, such as accommodation and transportation for participants, facilities, signage, displays, special needs requirements, printing, and event security. * Ensure all event requests contain the necessary information. * Discuss space requirements, route closures, signage, and Parking Service Officers' needs with the Lead Parking Service Officer. * Visit event parking locations to verify that Traffic Control Offices, Valet Parking, signage, and road/lot closures are properly set up. * Evaluate and select providers of services according to customer requirements. * Utilize parking management software for tracking and managing available parking spaces, event requests, and other parking and transportation requirements to support operations. * Develop and manage final billing for parking and transportation support services. * Prepare and present reports on parking and transportation support services. * Direct administrative details, such as financial operations, dissemination of promotional materials, and responses to inquiries. * Assist the Sr. Manager in managing parking arrangements for special events and in the development of event plans. * Maintain an updated database of contracts, outside vendors' pricing lists, and agreements. * Monitor event execution to ensure high-quality service delivery; collect feedback from attendees and organizers for continuous improvement; and implement best practices to enhance event experiences. * Monitor parking logistics for events; plan parking layouts, allocate spaces, and manage traffic flow. * Identify and manage risks associated with parking and transportation operations. * Collaborate with the Sr. Manager of Parking & Transportation and the Event Coordinator in strategic planning for parking and transportation operations. * Provide direct customer service to faculty, staff, students, visitors, vendors, and contractors. * Adhere to Department Standard Operating Procedures (SOP) and the University's Policies and Procedures to ensure compliance with all safety, environmental, and University regulations. * Adheres to local, state, and federal regulations related to parking and transportation. * Work closely with other departments and with external partners, such as local authorities and vendors, to align event logistics. * Must be willing to adjust schedule due to operational needs. * Other duties as assigned by supervisor. Department Specific Qualifications Education: Bachelor's Degree Certification and Licensing: Valid state driver's license. Experience: Parking & Transportation experience (desirable, but not mandatory). Knowledge, Skills and Attitudes: * MS Office proficiency. * Highly organized with emphasis placed on attention to detail. * Ability to communicate effectively with clients, associates, and co-workers on all socio levels. * Ability to apply common sense understanding to carry out instructions. * Ability to educate others about policy/procedures and enforce policy/procedures. * Ability to apply patience when communicating with others in difficult situations. The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information. Job Status: Full time Employee Type: Staff Pay Grade: A6

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