Temporary Operations and Events Coordinator, Third Coast Foundry

University of Chicago•Chicago, CA

10d•Onsite

About The Position

The Operations and Events Coordinator plays a key front-of-house role at the Third Coast Foundry, a San Francisco base-camp for the leading Midwest universities in the Bay Area. This role ensures the space is welcoming, well-run, and aligned with Third Coast Foundry policies and procedures. The Coordinator focuses on day-to-day user management, operations, scheduling, facilities, event coordination, and other administrative functions. This person ensures users understand and follow guidelines, supports smooth daily operations, and helps execute events in the space. This role provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services.

Requirements

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Nice To Haves

Associate’s degree.
1 to 3 years of relevant work experience.
Background in event coordination, facility operations, higher education, university settings, customer service, or a similar professional field.
Background working with venture ecosystem stakeholders, university students, faculty, or administrative teams is a plus.
Prior experience in collaborative partnerships and supporting a variety of user needs.
Strong knowledge of operations and event coordination, including in-person events.
Introduce and integrate operational best practices across disciplines and activities.
Proven ability to work effectively independently, as part of a team, and across organizational structures.
Outstanding written and oral communication, organization, time management, and interpersonal skills.
Strong project management, creative problem solving, and conflict resolution skills.

Responsibilities

Serves as a welcoming presence for all visitors, partners, and users.
Supports user and event scheduling and coordination.
Checks in users, orients them to the space, and ensures adherence to guidelines and policies.
Monitors use of the space and assists with conflict resolution over shared resources.
Maintains a professional, inviting, and tidy environment at all times.
Supports management of interns and assists with operational and facilities coordination.
Oversees day-to-day functionality of the space, such as supplies, room readiness, and basic tech readiness checks.
Serves as a point of contact with building management and security for facilities needs, including maintenance tickets, cleaning, and security issues.
Identifies operational issues as they arise and escalates or troubleshoots as appropriate.
Supports implementation of formal procedures and checklists, such as opening/closing, visitor protocols, safety basics, user guides, etc.
Coordinates event logistics and planning with hosts to ensure smooth execution of events, meetings, receptions, partner gatherings, and other programming in the office suite or shared building amenity spaces.
Supports set-up and takedown of furniture and equipment as needed for gatherings and events.
Assists with additional event needs such as room set-up, basic A/V checks, signage, and directing event flow.
Provides onsite event support including check-in, wayfinding, and troubleshooting.
Assists in building and maintaining a preferred vendor list and tracking basic usage metrics (users, events, partner categories).
Provides regular operations updates to university leadership or other Third Coast stakeholders.
Provides confidential and high-level administrative support for a leader.
Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary.
Coordinates information flow from leader's office to University.
May staff Board of Directors meetings.
Relieves leaders of administrative responsibilities.
Initiates correspondence and other written materials under own signature or for signature of the leader.
Triages emails and telephone calls for action.
Resolves routine and complex inquiries.
May act as liaison to Board of Directors.
Performs other related work as needed.