Event Services Coordinator - St Paul, United States - University of Minnesota

Description

About the Job

Student Unions & Activities (SUA) is accepting applications for the position of Event Services Coordinator. The Event Service Coordinator is responsible for assisting in managing the event
operations for the organization by providing excellent customer service to our Event Services clients. Additionally, this position provides leadership and supervision to student staff. This position directly supervises up to 10 students in the Event Services Office. The Event Services Office coordinates logistical aspects of more than 7,000 annual bookings of conference and event spaces associated with SUA, currently including 14 conference rooms, the Great Hall (Capacity 1000), Theater (Capacity 400), North Star Ballroom (Capacity 555) and 7 other large event spaces. The position will report to the Event Services Manager and will work in collaboration with two other Event Services Coordinators.

Work Expectation: Flexible hybrid; Be in-person, on-campus depending on events.

Salary Range, DOQ: $50,000 - $55,000

DUTIES AND RESPONSIBILITIES:

Event Coordination (50%)

• Coordinate the delivery of conferences and events services of Coffman Memorial Union and St Paul Student Center clients, including Registered Student Groups, SUA Student Events & Entertainment, University Departments, and Guests of the University
• Advise and consult with clients regarding policies and procedures, event planning and coordination and risk management; follow-up with colleagues and clients to evaluate the success of event
• Coordinate facilities event needs including:
  • Room selection, furniture set up, and equipment
  • Audio/Visual support with Audio/Visual Technicians
  • Creation of room set-up diagrams using the diagramming software Visio
  • Billing and other records pertaining to events, including food, alcohol, and film permits. Make adjustments to final invoice to reflect changes to reservation and resolve discrepancies
• Manage difficult conversations around meeting the needs of multiple constituents, keeping the goals of SUA and the University, and the student experience in the forefront of all decisions
• Create, evaluate, and implement the daily event logistics, including room furniture setup and teardowns and room cleanliness in meeting rooms, large event spaces, and adjacent areas
• Assist in conducting furniture and equipment inventory review processes related to event spaces
• Prioritize accessibility and inclusion in digital and physical spaces and services
• Work with colleagues in Student Unions & Activities to offer programs, resources, and services to support an inclusive and diverse University community
• Coordinate with Student Activities staff regarding registered student group policy enforcement
• Innovate new initiatives and efficiencies to ensure high performing event coordination
• Other duties and special projects as assigned

Supervision (50%)

• Supervise and support up to 10 student Event Service Team employees
• Guide and coach students to respond to client and patron questions and needs
• Provide opportunities and assistance for students to develop leadership skills, organizational skills, communication practices, and experiences working on teams and with a diverse group of people
• Utilize inclusive practices to recruit, train, and retain student employees
• Develop, schedule, and monitor inclusive and equitable student employee training programs, manuals, and materials
• Appropriately communicate organization information through department meetings, one-on-one meetings, email, and regular interpersonal communication
• Create budget recommendations for Event Services staffing needs
  

Qualifications

Bachelor's degree plus at least 2 years of experience or combination of related education and work experience to equal at least 6 years. Excellent organizational skills, effective written and verbal communication skills and the ability to work with diverse groups of people.

Preferred Qualifications:
Some experience in the following areas: supervising or leading others, professional event planning, venue coordination, or working in a student union. Budget experience and working knowledge of reservation software. Experience working with campus and community constituencies. Experience with student development and/or student employees.

About the Department

Student Unions & Activities (SUA) is an unit within the Office of the Vice President for Student Affairs at the University of Minnesota. SUA provides a variety of programs and services to the University community that enhance the social, educational, and cultural environment of the University of Minnesota. This includes retail services, facility rental, space for individual and group activities, entertainment and educational programs, oversight of student activities, and involvement with diverse student groups.

SUA operates three facilities: Coffman Memorial Union on the East Bank campus, the St. Paul Student Center, and retail services on the West Bank campus. The department has an annual budget of $16.8 million. SUA is funded by student fees and revenue generated by the department.

The department has a total of 65 fulltime staff, representing all employee groups except faculty, and 250 student employees. SUA provides opportunities for students to enrich and complement their academic experience by integrating student learning outcomes with student employment.

Benefits

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Please visit the Office of Human Resources website for more information regarding benefits.

How To Apply

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail or call

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U:

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About the U of M

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019,