Event Coordinator Assistant

TITLE:                                    Event Coordinator Assistant

REPORTS TO:                     Event Coordination Supervisor

SCHEDULE:                         Part time. Hours will vary based on department and Academy need. Nights and weekends are required. Most hours are September- December and April- June with slow periods in between. This position is considered essential personnel*.

WAGE RANGE:                   $22 - $23.50 plus shift differential

Position Purpose

Assists the Event Coordination Supervisor to provide campus wide event coordination and planning with scheduling, logistics, and on-site execution of assigned events. Serves as a liaison between Facilities Management and stakeholders to ensure event readiness and smooth operation.

Job Responsibilities

• Assist Event Coordinator in scheduling various events, including all internal and external events. Work directly with stakeholders with availability and event details to ensure a seamless experience.
• Assist Event Coordination Supervisor with scheduling highly visible and in demand community spaces on campus ).
• Utilize available software to manage events and rentals.
• For assigned events, act as the primary point of contact for coordinating Facilities Management’s operational support, coordination, and logistics execution for on campus events by internal departments and external entities.
• For assigned events, provide excellent customer service, communicating directly and effectively with stakeholders, coordinating equipment, materials, outside vendors, and other resources in addition to labor needs to meet customer requests.
• Attends events and meetings and ensures that the event runs smoothly – actively executing and checking setups, managing vendors and staff, providing audio visual assistance, and handling any difficulties as they occur to minimize disruptions.
• For assigned events; oversee setup, execution, and breakdown.
• Communicate event information with Facilities Management team, Campus Safety, Dining Services to ensure successful events.
• Develop and maintain strong relationships with new and existing guests through community outreach efforts, networking, and follow-ups.
• Assist in the campus wide moving of supplies, furniture, records, and/or entire departments.
• Assist with providing general housekeeping to event/meeting spaces as needed
• Aid with setting up audio visual systems to support event.
• Performs other duties as assigned.

Knowledge, Skills and Competencies

• Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.
• Self-motivated, strong attention to detail, excellent organizational, written, verbal, and interpersonal skills.
• Excellent computer skills with working knowledge of event management software and computerized maintenance management software.
• Ability to coordinate all phases in planning and executing an event, paying attention to all timelines and details, and the ability to organize others and establish and balance multiple priorities.
• Working knowledge of audio-visual systems for operation and set up.
• Ability to operate a box truck or similar vehicle for transporting equipment, furniture, etc.

Direct/Indirect Reports

None.

Position Requirements

Education

• High School Diploma.
• Valid driver’s license

Experience

• Minimum of 1 year of experience in event coordination, planning and management.
• Must be at least 21 years old.
• Experience in an institutional or campus setting
• Experience working with adolescents in an educational setting is preferred.

Physical Requirements (if applicable)

1. Ability to lift and transport up to 50 lbs. without assistance.

Additional Requirements

1. Successfully complete a criminal background check (reviewed every 5 years).
2. Clean Driving record (reviewed annually), if applicable.
3. *Essential personnel are required to report to or remain at work if instructed directly by designated personnel during emergency events or inclement weather.