Event Operations Specialist - St. Paul - Bethel University

Description

Event Operations Specialist

About the role

At Bethel, we see events as opportunities to foster community, celebrate milestones, and create space for transformative experiences. The Event Operations Specialist plays a vital role in this mission by ensuring that every detail is handled with excellence and care.

This is an ideal role for a self-starter who thrives on solving complex problems and enjoys building professional relationships with a wide variety of stakeholders across campus. In this role, you'll be a key coordinator for the Conference and Event Services team, serving as a primary point of contact for internal and rental groups. You'll manage the vital "behind-the-scenes" operations that make events successful: coordinating room and resource scheduling, managing event-related financials, and ensuring our digital presence is accurate and engaging. Whether you are troubleshooting a scheduling conflict or assisting on-site during a major conference, you'll be the engine that keeps our campus vibrant and organized.

You'll join a collaborative, service-oriented team that values detail, organization, and a shared commitment to Bethel's Christ-centered community. If you are energized by the challenge of coordinating high-impact events and want to contribute to a team that serves our students and community with purpose, we'd love to meet you.

What you'll do

Operations - 45%

• Coordinate and fulfill event-related operations, including: invoicing, deposits, order office supplies, produce interior signage, monitor e-announcement, and reconcile details with the corresponding event pages.
• Monitor and follow up on department email in-boxes.

Conference and Event Support - 25%

• Support internal and rental groups in the planning of conferences and events. Fulfill all core event functions and coordinate details with key campus partners.
• Assist at internal and rental events as assigned.

Room and Resource Scheduling - 20%

• Review and approve (or deny) room requests submitted online.
• Create reservations from phone, email, or other communication from Bethel Community or ANC tenants.
• Proactively troubleshoot room or set-up conflicts.

Website Updates - 10%

• Review and approve, or create event pages, along with registration forms as assigned.
• Post CAS academic and employee holidays on the university calendar.

Qualifications

• Required Education
• • Associate's degree.
• Required Experience
• • No previous experience required.
• Preferred Experience
• • 2+ years of related experience.

Knowledge, Skills & Abilities

• Able to lift and carry up to 20 lbs.
• Able to push, pull (carts, flatbed, catering equipment, etc.)
• Able to lift A-frame sign holder onto cart/golf cart and carry up to 50 feet.
• Working knowledge of Microsoft Office Suite.
• Working knowledge of an Event Management System software.
• Must be able to learn quickly.
• Must be organized.
• Must be detail oriented.
• Must be able to solve complex problems.
• Ability to work with a variety of personalities.
• Must be a self-starter.
• Ability to collaborate with others as well as work independently.
• Must have effective verbal and written communication skills.
• Able to handle sensitive, confidential information.
• Working knowledge of a website management system.
• Working knowledge of a project management software.

Additional Responsibilities:

Bethel's mission is to educate and equip students to lead lives of impact through transformative academics in a Christ-centered community. Bethel's employee community plays a central role in developing our students as whole and holy persons. To carry out this mission, Bethel uses the foundation of our guiding documents, the Affirmation of Faith, Community Covenant, and Key Policies. Bethel expects all employees to actively participate in creating our Christ-centered community by agreeing with and abiding by our core beliefs in the Affirmation of Faith and supporting all other beliefs as Biblical, responsible, and thoughtful approaches while avoiding dissension and divisiveness. Employees teach and mentor students and help one another uphold our Community Covenant commitments. As a result of these expectations, all University employees act as ministers of the gospel of Jesus Christ by actively partnering with the University to carry out its mission and foster Bethel's Christ-centered covenant community.



Other Duties: The essential functions, tasks and responsibilities of this position may change from time to time. Bethel University reserves the right to add or omit duties and responsibilities at the discretion of the University or its leadership. Additional tasks or duties required of the position, will be communicated to the incumbent with specificity to ensure the employee may perform their role with complete understanding. This job description is intended to describe the general level of work being performed; it is not intended to be all-inclusive.

Remote Work and Sponsorship Restrictions:

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time. Please be aware that, due to specific legal and operational considerations, we are unable to consider applicants who live in and work from the following states: AK, CA, CO, CT, Washington DC, HI, IL, IN, MA, MD, MT, NH, NJ, NY, OH, OR, PA, VT, and WA. We apologize for any inconvenience this may cause and appreciate your understanding.

Travel: This position does not require travel.

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as desktop and/or laptop computers, photocopiers and smartphones.

The work environment involves working for a suburban, Christian university in which all employees are expected to have a demonstrated commitment and personal relationship with Jesus Christ, a commitment to the mission and values of the University, and an agreement to abide by all University policies.

Physical Demands:

• Able to lift and carry up to 20 lbs.
• Able to push, pull (carts, flatbed, catering equipment, etc.)
• Able to lift A-frame sign holder onto cart/golf cart and carry up to 50 feet.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. Specific vision abilities required by this job include close vision and ability to adjust focus. The job requires extended periods of sitting and traversing the Bethel Campus on a regular basis.

Reasonable accommodations may be made to ensure people are able to perform the essential functions.

The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position.

Expected Hours of Work:

Typically, days and hours of work are Monday through Friday, with the expectation to work specific schedules and hours as identified and communicated by management. Occasional evening and weekend work may be required as job duties demand. This is a 40 hour per week, 12 months per year position.

Benefits

Bethel is committed to offering meaningful benefits to our employees including health insurance, retirement plans, and a generous time off package. Learn more about these offerings here.

Learn more about our commitment to diversity in hiring .

Applicants must be authorized to work in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time

Bethel University is a leader in Christ-centered higher education with approximately 4,700 students from 50 states and 32 countries enrolled in undergraduate, graduate, seminary, and adult education programs. Based in St. Paul, Minnesota, Bethel offers bachelor's and advanced degrees in nearly 100 fields. Educationally excellent classroom-based and online programs equip graduates to make exceptional contributions in life-long service to God and the world.

Bethel University's Christ-centered mission includes a commitment to equal educational opportunity and equal employment opportunity. Bethel does not unlawfully discriminate on the basis of race, color, creed, national origin, sex, marital status, disability, status with regard to public assistance, familial status, or age in its admissions, educational programs, or employment practices.

The pay range for this role is:

44, ,000 USD per year (Bethel University)

To apply, visit bethel-university-staff/jobs/7988d191-a1f0-4e23-8b54-69abb30ff5bd

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