Event Operations Specialist

Bethel University•St. Paul, MN

34d•Onsite

About The Position

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.

Requirements

Associate’s degree.
No previous experience required.
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.

Nice To Haves

2+ years of related experience.

Responsibilities

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