Coordinator of Alumni Center

OKLAHOMA STATE UNIVERSITY ALUMNI ASSOCIATION•Stillwater, OK

2d•Onsite

About The Position

The coordinator of Alumni Center events is responsible for on-site event planning and execution of all events assigned by the Director of Alumni Center that are held in the ConocoPhillips OSU Alumni Center. This role serves as the primary contact for OSU university events and acts as the on-property primary point-of-contact for clients, fulfilling all needs to include pre-event, event, and post-event details. The coordinator will manage communication with clients regarding event specifications, room diagrams, setup, signage, building availability, parking, vendors, and audio-visual needs. They will also ensure all affected areas in the Alumni Center are informed and that events are logged into event management software. A key part of the role involves confirming event space arrangements, making changes as requested, performing audio-visual checks, reviewing and submitting invoices, and sending customer satisfaction surveys. The position requires excellent communication skills, the ability to build positive relationships with clients and vendors, and a commitment to upholding the highest level of customer service. Collaboration with the Marketing and Communications team on event messaging and content is also expected. Additionally, the coordinator will monitor and schedule HVAC for events, support OSU Alumni Association Events, and assist the Director with team building and training of Student Event Workers. Maintaining the physical appearance and operational efficiency of the Alumni Center, assisting with the planning and implementation of the Home Gameday Experience, and performing other assigned duties are also part of the responsibilities. The role also involves identifying new services and ideas based on industry trends, executing marketing plans, assisting with budget management and marketing, and maintaining team and personal goals.

Requirements

Bachelor's degree from an accredited college or university OR three (3) years of related work experience in event and building management
Effective Communication - Effectively transfers thoughts and expresses ideas both verbally and written in individual and group situations
Execution & Initiative - Motivates self and others to achieve the best results, displaying energy, drive and a desire to succeed; enlists the support of others as necessary to overcome resistance
Teamwork & Interpersonal Skills - Develops cooperation and teamwork while participating in a group, working toward solutions which generally benefit all involved parties
Problem Solving & Judgement - Considers consequences and generates alternative solutions to overcome obstacles
Adaptability - Responds to change with a positive attitude and a willingness to learn new ways to accomplish work activities and objectives
Successful completion of a background check

Responsibilities

Serve as the primary contact for OSU university events
Act as on-property primary point-of-contact for clients, fulfilling all needs to include pre-event, event, and post-event details
Coordinate and communicate verbally and in writing with clients all details of the event according to client specifications, including room diagrams, event setup, signage, building availability, parking, vendors, and audio visual needs.
Communicate all details of the event to all areas affected in the Alumni Center and ensure that the event is logged into event management software
Confirm event space is arranged according to documentation and client requests, and make changes per request from the client during the event.
Perform audio visual check before the event starts with the client to ensure proper equipment functions
Review all invoices after each event and submit them to the client.
Send customer satisfaction surveys after each event, along with Thank You communication to the client.
Speak to clients and co-workers using clear, appropriate, and professional language
Create and maintain positive OSU and vendor relationships
Uphold the highest level of customer service to exceed the client’s expectations
Collaborate with Marketing and Communications team on messaging, content and design for event marketing
Monitor and schedule heating and air for your events
Support OSU Alumni Association Events as needed
Assist Director with team building and on-going training of Student Event Workers
Assist the Director of the Alumni Center in maintaining the physical appearance and streamlined operation of the OSU Alumni Center
Assist the Director in the planning and implementation of Home Gameday Experience during Football Season
Assist with additional special events as needed
Perform other duties as assigned
Identify new services and ideas that can be implemented at the Alumni Center based on industry trends
Execute the marketing plan as directed to continue promoting the Alumni Center
Assist with the management of the budget for the Alumni Center and with Alumni Center marketing
Maintain goals and objectives for both the Alumni Center team and personal goals and objectives
Facilitate the effectiveness of Alumni Center team members, including student workers