Title: Event Planning Coordinator

Employee Classification: PE - Professional/Technical Exempt

Pay Grade: PE 07

Division: Academic and Student Affairs

Subdivision: Student Center Operations

Department: Student Life

Campus Location: Main Campus

General Summary

Book, manage and coordinate all aspects of event planning including reservations, catering sales, and event services for events scheduled through the Student Center Event Planning Office.

Principal Duties and Responsibilities

• Promote, book, manage, and coordinate event details (e.g., reservation, menus, audio-visual needs, etc) for any of the following, based on particular assignment from Assistant Director of Event Planning and Conference:
  • Internal and external clients.
  • Weddings and receptions.
  • Annual all campus events.
  • VIP and specialty events.
  • President's House events.
  • Campus events not being held at the Student Center Building.
  • Technical and specialized events.
  • Student Organization meetings, conference and social events.
  • Conferences and Multi-day events.
  • Summer Camps
• Provide excellent customer service with respect to event planning, implementation, budgeting, and billing.
• Manage day-to-day aspects of event planning including inquiries, problems or complaints from clients with respect to delivery and quality of the services and facilities provided to them.
• Coordinate reservations, catering sales and technical services ensuring that event contracts are accurate, complete, and timely.
• Work collaboratively with catering, set-up, audio-visual, custodial and other building staff to ensure that events are meeting departmental customer service standards, address any concerns, and make recommendations to Assistant Director of Event Planning and Conferences for improvements.
• Ensure that cultural diversity and multicultural sensitivity is integral to services provided.
• Exercise discretion and independent judgment with regard to events and services.
• Represent the Event Planning Office in cross-functional committees or groups to improve communications across boundaries for the purpose of improved guest satisfaction.
• Ensure that deposits and payments are received in advance from commercial and external groups for their events.
• Encumber funds for internal and student groups to ensure consistency in billing between University accounts.
• Attend meetings with Dining and Facilities managers to review upcoming contracts.
• Maintain accurate event files and records.
• Recommend, establish, and enforce relevant department and university policies and procedures.
• Perform related Departmental duties as required.

Minimum Qualifications:

Knowledge of event planning, conferences, and catering sales typically gained through a Bachelor's degree in Hospitality Management or related field or an equivalent combination of education and work experience is required.

Two years of progressive experience in large event, conference and catering sales in a fast paced, multi-faceted environment is required.

Excellent management, detail-oriented organizational skills and time management skills are required.

Experience in basic fiscal management is required.

Excellent written and interpersonal communication skills are necessary.

Working irregular and flexible hours, including evenings, weekends and some holidays is required.

Proven experience working with diverse groups of staff and students is required.

Preferred Qualifications:

Proficient use of event management software, such as EMS or Resource 25 is preferred.

Experience in an institution of higher education working with students, event and catering planning, event management and college union services and philosophies is preferred.

Personal computing skills, including working knowledge of word processing, spreadsheet and data base management software applications are necessary. (Knowledge of Microsoft Word, Excel, and Access and is desirable.)

Special Instructions:

N/A

Appointment Percentage:

100%