Operations Coordinator

University of Tulsa•Tulsa, OK

About The Position

The Operations Coordinator is responsible for the logistical planning, coordination and execution of furniture, equipment, and staffing to meet the high level of meetings, events, and conferences primarily in, but not limited to, the Allen Chapman Student Union, Mayo Village Activities Center, and outdoor spaces. Ensures all operations and services are executed in accordance with high customer service standards. Responsibilities include front-line customer service, safety and security, emergency response, and communicating Student Union and campus policies to customers and guests. This position supervises approximately Student Union student staff.

Requirements

Proficient in Microsoft Suite.
Bachelor’s Degree in a related field.
3 – 5 years of working in a team environment.

Nice To Haves

1 – 3 years of experience working in a supervisory role.

Responsibilities

Manages the Student Union operations.
Manages the student union room set-up and breakdown processes.
Maintains and communicates building hours of operation.
Works with Student Success, Student Association, Commuter Student group(s) and other interested groups to coordinate student life in the Union.
Provides on-site facility and event management.
Works with Facilities Management to ensure the facilities are clean and well-maintained.
Maintains operations manuals for all operational equipment.
Implements procedures to troubleshoot and repair equipment, including the oversight of outsourcing major repairs.
Coordinates with the Director of University Events & Venues to develop event plans that includes budget, services and equipment needs, and appropriate waivers and contracts.
Ensures accurate input and record-keeping for all reservations logistics in event scheduling software.
Meets with clients during event execution to ensure services, facilities, equipment, and staffing are satisfactory.
Ensures facilities equipment inventory is kept accurate in event scheduling software and updates inventory as needed.
Monitors all event dates to ensure the needs of Student Union customers are met and scheduling conflicts do not occur.
Ensures staff are following designated setup and strike timelines needed to ensure event and meeting rooms are prepared prior to client arrival.
Ensures safety and security practices are followed for all Student Union building occupants, customers and guests.
Develops a safety plan for all large events (more than 100 attendees) in the Student Union; communicates plan to event sponsor.
Provides immediate response to situations and communicates appropriately with UTulsa Security and informs supervisor. Formulates and submits written incident reports immediately after situations occur.
Recruits, selects, trains, supervises, mentors, schedules, administers payroll, and evaluates student staff.
Assists the student staff in day-to-day functions including event set up, furniture, staging and equipment placement, as needed.
Performs related responsibilities as required or assigned.