Student - Event Operations Assistant

The University of Tulsa • Tulsa, OK

7d • Onsite

About The Position

The University Events Student Assistant supports the planning, preparation, execution, and breakdown of events and activities occurring throughout University of Tulsa facilities and outdoor spaces. Working as a member of the University Events team, the Student Assistant helps provide a professional, welcoming, safe, and well-organized experience for students, faculty, staff, guests, and community partners. This position provides hands-on experience in event operations, venue management, customer service, hospitality, event technology, logistics, and university operations. Student Assistants work under the direction of University Events professional staff and may support events ranging from routine meetings and student programs to conferences, performances, lectures, ceremonies, receptions, donor and alumni events, and other major University functions. Student Assistants are expected to demonstrate professionalism, dependability, sound judgment, initiative, and a strong commitment to customer service. Because events frequently occur outside normal business hours, this position may require evening, weekend, early-morning, and occasional holiday work.

Requirements

• Must be currently enrolled as a University of Tulsa student and meet University student-employment eligibility requirements.
• Federal Work-Study employees must maintain eligibility for the Federal Work-Study program as determined by the University.
• Ability to provide dependable and punctual attendance.
• Ability to follow verbal and written instructions.
• Strong interpersonal and customer-service skills.
• Ability to communicate effectively and professionally.
• Ability to work effectively both independently and as part of a team.
• Ability to manage multiple tasks in a fast-paced environment.
• Ability to exercise sound judgment and recognize when assistance from professional staff is necessary.
• Ability and willingness to work occasional evenings, weekends, and other nontraditional hours based upon event schedules.
• Ability to maintain confidentiality and appropriately handle sensitive information.
• Basic familiarity with computers, email, and common productivity applications.
• Willingness to learn University event procedures, facilities, technology, and safety requirements.

Nice To Haves

• Previous experience in customer service, hospitality, events, recreation, theater, performing arts, conferences, student activities, facilities, or a related environment.
• Experience working with audiovisual or event-production equipment.
• Experience with event setup, venue operations, or hospitality services.
• Familiarity with University facilities, programs, and campus resources.
• Current CPR/AED/First Aid certification.
• Demonstrated leadership experience through employment, student organizations, athletics, military service, volunteer service, or other activities.

Responsibilities

• Assist University Events staff with the preparation, execution, and breakdown of University events, meetings, programs, conferences, and other activities.
• Set up and arrange tables, chairs, staging, podiums, linens, signage, stanchions, easels, trash receptacles, and other event equipment according to approved event plans and diagrams.
• Assist with resetting event spaces following events and returning furniture and equipment to designated storage locations.
• Review event spaces prior to guest arrival to ensure rooms are clean, organized, appropriately configured, and ready for use.
• Assist with event transitions when facilities have multiple events or room configurations scheduled during the same day.
• Support event staff during programs by responding to routine requests, monitoring event spaces, and assisting with operational needs.
• Assist with event check-in, registration, guest direction, ushering, wayfinding, and other front-of-house responsibilities as assigned.
• Support outdoor events, including placement and removal of event equipment, signage, tables, chairs, and other materials.
• Assist professional staff with maintaining appropriate event timelines and ensuring assigned tasks are completed promptly.
• Support daily operations of University event and venue spaces as assigned.
• Conduct opening, closing, and event-readiness checks under the direction of professional staff.
• Assist with monitoring facilities during events to identify cleanliness, maintenance, safety, or operational concerns.
• Maintain organized event equipment and storage areas.
• Assist with routine inventories of tables, chairs, event supplies, signage, linens, equipment, and other University Events assets.
• Immediately report damaged, missing, unsafe, or malfunctioning equipment to professional staff.
• Help ensure event spaces remain professional, presentable, and welcoming throughout scheduled activities.
• Follow established procedures for facility access, keys, credentials, security, and building operations.
• Assist with basic venue opening and closing responsibilities when appropriately trained and authorized.
• Provide courteous and professional assistance to students, faculty, staff, vendors, visitors, event clients, and community guests.
• Serve as a visible representative of the University and University Events during assigned events.
• Welcome guests and provide accurate information regarding event locations, building amenities, parking, accessibility, and other routine event-related questions.
• Assist clients with reasonable event-day requests within established University policies and event parameters.
• Recognize situations requiring professional staff involvement and promptly refer questions, concerns, complaints, or unusual requests to the appropriate staff member.
• Maintain a calm, helpful, and solutions-oriented demeanor during busy or changing event conditions.
• Help create an inclusive and welcoming environment for all University guests.
• Assist with basic event technology and audiovisual equipment after receiving appropriate training.
• Support the setup and operation of equipment such as microphones, presentation displays, projectors, basic sound systems, computers, and other event technology as assigned.
• Conduct basic equipment checks prior to events.
• Report technical problems promptly and assist professional or technical staff with troubleshooting as directed.
• Properly handle, transport, store, and secure University-owned event and audiovisual equipment.
• Assist University Events professional staff with event-related administrative and logistical tasks.
• Review assigned event information, schedules, diagrams, setup instructions, and other materials prior to beginning work.
• Assist with preparing event materials, signage, name tags, registration materials, programs, and other event supplies.
• Support event inventories, equipment tracking, and supply organization.
• Assist with basic data entry, filing, document preparation, and event records as assigned.
• Assist with gathering event information and documenting operational issues or post-event observations.
• Utilize University-approved software and technology systems as assigned and appropriately trained.
• Maintain confidentiality when working with event, client, student, employee, donor, or University information.
• Follow all University policies, University Events procedures, emergency protocols, and applicable safety requirements.
• Maintain awareness of potential hazards within event and facility spaces.
• Promptly report spills, damaged equipment, blocked exits, trip hazards, suspicious activity, injuries, or other safety concerns.
• Maintain clear exits, corridors, stairways, and emergency access routes during event setup and operations.
• Follow established procedures for emergencies, severe weather, medical incidents, evacuations, fire alarms, and other unusual circumstances.
• Contact professional staff, Campus Security, emergency personnel, or other University resources as directed by established procedures.
• Never undertake activities outside the employee's training, authorization, or assigned responsibilities.
• Participate in required safety, emergency-response, crowd-management, or other operational training.
• Work cooperatively with University Events professional staff, fellow student employees, Campus Services personnel, and other University departments.
• Communicate professionally and respectfully with supervisors, coworkers, clients, vendors, and guests.
• Receive assignments and direction from professional staff and designated student leads.
• Maintain timely communication regarding work schedules, availability, absences, delays, and other employment-related matters.
• Attend required student staff meetings, training sessions, and event briefings.
• Demonstrate flexibility when event schedules, room configurations, or operational requirements change.
• Assist other team members when necessary to ensure successful event execution.
• Provide appropriate shift-transition information when responsibilities are transferred between employees.
• Assist University Events and Campus Services with special projects, major University events, and other operational needs.
• Perform other duties consistent with the scope and responsibilities of student employment as assigned.

Benefits

• Training appropriate to their assigned responsibilities, which may include: University Events policies and procedures, Customer service and hospitality expectations, Event setup and room configurations, Facility opening and closing procedures, Event and audiovisual equipment, Workplace and event safety, Emergency and evacuation procedures, Crowd management, Accessibility and guest assistance, University technology and event-management systems, Equipment handling and storage, Professional communication and workplace expectations.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: No Education Listed