Coordinator, Memorial Union Scheduling and Event Services

Position Information

Posting Number SF02197 Job Title Coordinator, Memorial Union Scheduling and Event Services Position Number TBD FTE 1.00 FLSA Exempt Position Type Professional Staff Union PSA/NEA - Professional Staff Assoc Pay Grade Level Grade Level - 10 Pay Grade Range Hiring Salary Range: $60,000 - $66,500 Status Calendar Year, Full-time, Permanent

Department Information

Department Scheduling & Information Ctr Contact(s)

Please note: Job applications must be submitted directly online only at: (https://jobs.uri.edu)

Contact Phone/Extension Contact Email Physical Demands Campus Location Kingston Grant Funded No Extension Contingency Notes Job Description Summary

About URI: The University of Rhode Island enrolls approximately 17,000 students across its graduate and undergraduate programs and is the State's flagship public research university, as well as the land grant and sea grant university, for the state of Rhode Island. The main campus is located in the historic village of Kingston, and the Bay Campus is located in Narragansett. Both campuses are near major beaches in a beautiful coastal community. URI is just 30 minutes from Providence, RI and within easy reach of Newport, Boston, and New York City.

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POSITION SUMMARY:

Coordinate Memorial Union event scheduling and logistical support through effective collaboration among departments within the Memorial Union (Operations, Housekeeping, Building Services, etc.), with on-campus and off-campus stakeholders, and with students. Foster enhanced community engagement through coordination of university services and technology in regards to events, information and scheduling while maintaining excellent customer service.

Duties and Responsibilities

KEY DUTIES AND RESPONSIBILITIES:

Manage a functional Memorial Union space and reservation scheduling operation to assist students, staff and community members in securing event space. Develop and disseminate appropriate policies, building hours, guidelines and calendars to successfully administer the scheduling process annually.

Serve as the lead in selecting and managing access to the Memorial Union's scheduling technology software and in managing, supervising and training users in partnership with MU's IT lead.

Coordinate regular communication with campus partners and users to address concerns and needs.

Process and prioritize all scheduling requests to determine urgency and need; determine an appropriate response based on space availability and all existing policies and procedures. Provide an alternative location to clients should a space be unavailable or unsuitable for requested use.

Secure and collaborate with campus partners to deliver: All events scheduled through the Memorial Union Scheduling Office and related requested services including event registration, staffing, room capacity, technical equipment, catering, special set ups, extension of the building's hours, and contract terms.

Coordinate with Information Service Technicians and Memorial Union Operations, Student Involvement and Building Services regarding event security and safety needs.

Partner with university stakeholders to submit student requests for academic space in alignment with university protocols and event policies. Process non- Memorial Union specific requests and provide instructions and policies for use. Alert affiliated campus departments of special use scenarios.

Provide support for University and departmental programs in collaboration with key stakeholders (university departments and staff, student employees, external clients and vendors, and student organizations). Screen users and vendors to assure all products and services are appropriate for URI and the Memorial Union and assist those who need to secure a valid business license via Memorial Union accounting. Review all required payments from clients prior to events.

Meet with building users and stakeholders to educate them on building policies and responsibilities related to their particular event. Support the work of the Student Involvement and SEA (Student Event Advising Office) through the event approval process. Meet with student groups to determine set up needs, ensure accurate documentation in the EMS system, and communicate needs to Memorial Union staff partners.

Provide detailed reports for Memorial Union staff, including event set up details for specific events. Review set up details and room needs (AV, etc.) daily to ensure alignment with requests and building capabilities. Use technology to create room setup diagrams for available spaces and coordinate setup with Custodial and Building Services staff.

Maintain correct information and uphold deadlines related to scheduling and building use policies and procedures, in collaboration with the Director of the Memorial Union and Assistant Director of Memorial Union Operations. Ensure effective communication with stakeholders (including training and various communication strategies such as the Memorial Union website) on a regular basis.

Regularly assess the scheduling and event services of the Memorial Union to ensure client needs are met. Develop an assessment strategy to capture clients needs, satisfaction and building use data to support enhanced engagement. Consult, order, and obtain estimates on equipment for more complex events and act as liaison with 3rd party vendors for special equipment not provided in-house.

Supervise the operation of the Memorial Union Scheduling Office and its staff ensuring timely and professional dissemination of information for events and programs, as well as exceptional customer service, through coordination of university services.

Train, supervise and evaluate the Information Services Technicians and any area student employees.

Create reports by analyzing building use data; conduct year-to-year and event-to-event comparative analysis reports of Memorial Union events to enhance service and engagement.

OTHER DUTIES AND RESPONSIBILITIES:

Participate as an active member of university committees.

Perform additional duties as necessary.

LICENSES, TOOLS AND EQUIPMENT:

Personal computers, printers, computer and calendaring/scheduling software (Google and Microsoft office suites).

Required Qualifications

QUALIFICATIONS

REQUIRED:

1. Bachelor's degree

2. 3-5 years demonstrated experience in conference coordination and/or event management.

3. Demonstrated ability to interpret and enforce policies.

4. Demonstrated experience in coordinating and supervising professional staff.

5. Demonstrated experience with scheduling and/or event management software.

6. A demonstrated record of excellent customer service.

7. Demonstrated ability to work with diverse audiences and stakeholders.

8. Demonstrated excellence in written and interpersonal communication skills.

Preferred Qualifications

PREFERRED:

1. Master's degree in Higher Education, Business or a related field.

2. Demonstrated professional experience in a higher education setting.

3. Demonstrated experience working professionally with college student organizations.

4. Demonstrated experience with the EMS event system.

5. Demonstrated experience in marketing and social media platforms.

6. Demonstrated assessment experience.

7. Demonstrated website maintenance and design experience.

Environmental Conditions

ENVIRONMENTAL CONDITIONS:

This position is not substantially exposed to adverse environmental conditions.

Posting Date 08/27/2026 Closing Date 09/08/2026 Special Instructions to Applicants

Please attach the following 2 (PDF) documents to your online Employment Application:

(#1) Cover letter.

(#2) Resume.

Note: References will be upon request by the search committee.

Quicklink for Posting https://jobs.uri.edu/postings/16987