Reservations and Event Services Operations Coordinator

The Operations Coordinator is responsible for training and supervising a student staff of 25+, as well as coordinating event services for both internal and external clients. The incumbent will collaborate with constituencies across the University to ensure successful coordination and allocation of resources, compliance with policies and procedures, inventory management, scheduling and supervision of student staff. The position offers a flexible work schedule, with the opportunity for overtime.

Responsibilities

Event management:

• Plan and coordinate services required to support events scheduled through the Office of Reservations and Event Services, including services required from vendors, rental equipment suppliers and audio/visual providers; ensure proper on-site event management for all events.
• Facilitate appropriate communication between clients and other internal service providers; collaborate with campus departments, including the registrar, athletics, dining services, residence life and housing, Office of Information Technology (OIT), facilities, public safety and risk management, to ensure availability and coordination of facilities and delivery of services necessary for successful events.
• Represent the Office of Reservations and Event Services and assist other departments in the coordination and planning of major campus events
• Assist the Director in the general operation and management of facilities e.g. maintenance, policies, regulations and event services
• Provide evening and weekend coverage for scheduled events as required

Student staff supervision:

• Supervise thorough and efficient setup and teardown for all events
• Serve as primary supervisor and lead with student workers and contracted providers as determined by the Director
• Recruit, hire, train, schedule, evaluate and perform other required administrative tasks relating to student staff including financial aid tracking
• Develop and manage schedules for student workers

Administrative:

• Assist with overall management of event scheduling software; process event requests, add/edit user profiles, maintain inventory and ensure client requests are monitored and completed
• Identify maintenance, custodial, and equipment issues that require attention and submit work orders as needed
• Maintain equipment inventory; coordinate equipment purchases as needed
• Assist with departmental marketing strategies, and social media account maintenance
• Demonstrate professionalism at all times when interacting with clients, faculty/staff, and students
• Know, understand, and enforce all applicable policies and procedures related to the university and scheduling
• Identify and participate in ongoing professional development, continuing education and training as required; play an active role in industry associations such as ACCED-I, NACAS, ACUI and/or other appropriate groups.
• Create diagrams and floor layouts when necessary for campus events
• Serve as a back-up to other staff members in their absence
• Perform other duties as assigned in support of department and/or division needs and goals.

Qualifications

Education and/or Experience:

• Bachelor's degree required; Master's degree preferred
• Minimum one year of event planning or related experience is required. Operations experience is preferred
• Higher education work experience with knowledge of best practices is preferred
• Experience with event scheduling software is preferred
• Event setup/teardown experience is preferred

Technology Skills:

• Database management
• Thorough knowledge of MS Office applications (Word, Excel, PowerPoint)
• Use and maintain voicemail and e-mail
• Experience with Visio, CAD, and/or other related software is preferred
• General understanding of client-server computing and networking
• Technical proficiency with lighting, audio-visual, and related equipment is preferred

Human Relations Skills:

• Attention to detail
• Exceptional time-management skills
• Strong communication, management, and administrative skills
• Ability to maintain confidentiality
• High customer service skills
• Ability to work as a team member and to work with a diverse group of constituencies
• Ability to work evenings, weekends, and holidays as needed
• Candidates must be willing and able to support and advance the University mission.
• Ability to work effectively with people regardless of their age, gender, race, sexual orientation, ethnicity, religion, ability, socio-economic background, or job type.

Physical Demands:

• Ability to stand for extended periods of time
• Ability to sit for extended periods of time
• Ability to walk for extended periods of time
• Ability to lift and carry 50 pounds or more

Special Requirements:

• Valid drivers' license and ability to be insured under the University's insurance plan required

Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at the Department of Public Safety, at 239 East Ave., Waukesha, WI 53186.

Please submit a cover letter and resume for this position along with this electronic application.

Carroll University makes employment opportunities available to qualified individuals whose skills and experience make them suitable candidates for placement. Candidates must be willing and able to support and advance the University mission.

Carroll University does not discriminate in any manner contrary to law or justice on the basis of race, color, sex, age, religion, sexual orientation, national origin, disability or veteran's status in administration of programs or in the employment of faculty and staff.

The employment opportunities list is updated periodically based on openings. Applications will be accepted only for vacancies currently listed. All inquiries will be kept strictly confidential.

To apply, please visit: https://secure4.saashr.com/ta/6153588.careers?ShowJob=1040504197