Events Coordinator

Arizona State University•Tempe, AZ

4d•Onsite

About The Position

Schedules and coordinates various types of meetings, special events, conferences and services for numerous campuses and/or community organizations. Arranges all aspects of events such as room reservations, mall reservations, technical arrangements, staffing, and other various services and logistics for the Memorial Union and Student Pavilion. Responsible for policy and procedure formulation and implementation of Event and Meeting Services management. This position collaborates with the ASU Police Department, ASU Fire Marshal’s office, and Facilities to coordinate permits and safety of events. Works with non-university organizations that wish to promote, sell and/or solicit on the mall.

Requirements

Bachelor's degree and seven (7) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.
Knowledge in scheduling, operations, and conference planning.
Knowledge of supervisory practices and principles.
Knowledge of technical requirements for various events.
Skill in public relations and handling complaints.
Skill in organization required coordinating several events simultaneously.
Skill in effective communication, both verbal and written.

Nice To Haves

Experience utilizing event scheduling software-Mazevo
Experience utilizing event diagramming software
Professionally represent department/program

Responsibilities

Books and schedules multiple facilities and services for use by campus and outside organizations; prepares contract, determining fees and terms of contract.
Coordinates with clients to determine technical and/or other special requirements needed for event; determines resources available such as equipment or labor and compares with event requirements.
Oversees and monitor daily outdoor Mall program activity to establish rapport, provide customer service, and enforce policies.
Serves as a primary reference source to assist departments and employees in resolving discrepancies or procedural problems utilizing knowledge of Event and Meeting Services area; responds to technical administrative questions ensuring necessary follow-up is performed.
Provides assistance and information to faculty, staff, students, and outside organizations regarding facility use, services and capabilities; maintains contact with patrons or clients via face-to-face interaction, Zoom, video-call, telephone, email or written correspondence.
Serves as venue representative by responding to clients’ questions or complaints.
Collaborate with management to analyze risk and develop, prepare, and implement safety and security policies and procedures for all events.
Work collaboratively across various departments within the University and with populations and groups to achieve objectives
Provide customer services and act as a liaison to faculty, staff, students, alumni and the public.
Prepares written reports and materials on services, usage and facility operations.
Maintains a working knowledge of the hospitality industry, new developments and trends, and where applicable, make recommendations to keep our program competitive and current.
Participates in weekly meetings with Operations and Catering Staff to ensure set-up requests and meeting conference needs.
Supports Operational staff with event and building operations when needed.
Regular activities require ability to quickly change priorities which may include and/or are subject to resolution of conflicts
Represents university in public relations/liaison capacity on matters relating to events and at department meetings.
Acts as resource to students and staff on event planning process for the University.
Maintains effective computer support for our software program by working with vendors and University Technology Office staff.
Coordinates departmental banner frame reservations including promotion, reservations, physical intake and deployment, and recycling of banners.
Helps promote Spirit, Pride, and Tradition among colleagues and students by implementing and participating in programs that promote these values.
Performs functions related to specific facility assigned such as tracking event attendance, development of website, brochures, or other promotional materials and collateral.
Includes some evenings and weekends, and rotational on-call support of operations.
Other duties and responsibilities as assigned.