Event Services Coordinator

Position Information

General Information

Vacancy Open to All Candidates Employment Type Permanent - Full-time If time-limited, note appointment end date Hours per week 40 Months per year 12 Position Number 011059 NC Salary Grade Equivalency NC09 Classification Title University Program Associate - Journey Working Title Event Services Coordinator Salary Range $40,350 - $55,482 Anticipate Hiring Range $40,350 - $50,438 FLSA Status Non Exempt Division Student Affairs Department Student Union Activities & Rec (Adm) Work Unit CRES Conferences Work Schedule

8:00 am - 5:00 pm; Monday - Friday with occasional evening and weekend hours required, as necessary.

Primary Purpose of Position

Provides event planning assistance and guidance to students, faculty, and staff of the University through the Department of Conferences, Reservations and Event Services (CRES). Responsible for scheduling all campus space, including classrooms and outdoor space, for meetings, conferences, student activities, and special events, as well as maintaining accurate information on a computerized scheduling system. Other duties include coordinating food service, audio-visual equipment, setups, and other relevant event needs for clients; interpreting and enforcing policies and procedures; administering billing and invoicing related to reservations; managing student event staff to provide excellent customer service; and maintaining rate schedules with an ability to quote fees where applicable.

Minimum Education/Experience

Required Minimum Qualifications:

Bachelor's degree; or equivalent combination of education and experience. All degrees must be received from appropriately accredited institutions.

Note: Some state job postings state you can qualify by an 'equivalent combination of education and experience.' If that language appears above, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both.

Essential Job Duties

• Process requests for space across campus, coordinate all requested services, quote prices for equipment and services, and record information accurately in the scheduling system.
• Schedule space according to University and department policies.
• Ensure that events follow all University policies and complete and file the relevant forms prior to the event.
• Assist in managing the daily workflow of the Reservations Desk, an open, often busy, front of house office.
• Communicate and work closely with service providers and event support staff.
• Provide oversight and direction of student staff. Assist with their training.
• Maintain rate schedules for multiple services and facilities, and be able to quote fees where applicable.

Other Work Responsibilities

• Determine special needs for events occurring in nearby or adjacent spaces, and inform appropriate building staff.
• Build program files for major events with all necessary information, including contacts, billing information, and event specifics.
• Conduct assessment activities related to reservation services provided, and utilize information from assessment to continually improve services and systems.
• Research and remain current on innovations in reservation and room setup software, offering recommendations for future upgrades.
• Utilize appropriate software to process invoices for events and ensure payment is received in a timely manner.
• Provide alternatives to setups or equipment that are either unavailable or unsuitable for the requested space.
• Respond to questions or requests within 24 hours, or, if necessary, forward to appropriate department/person.
• Assign student event staff to designated events to provide customer service, event assistance, and client support.
• Attend and participate in Student Union and/or Cone Center Operations Meetings as designated.

Departmental Preferred Experience, Skills, Training/Education

• Excellent written and oral communication skills.
• Outstanding customer service and client relations skills.
• Proficiency in computer software, including Google Workspace. Prior experience with electronic reservations software.
• Ability to work with a varied clientele.
• Ability to multitask and conduct business in an active and constantly changing environment.

Necessary Licenses or Certifications

Where applicable, must be eligible for required certification.

Work Location Conference, Reservations and Event Services Posting date 08/13/2026 Closing date 08/27/2026 Proposed Hire Date 09/07/2026 Contact Information Special Notes to Applicants

• The finalist will be subject to a Criminal Background Check and/or a Motor Vehicle Report
• The Search Committee will not contact references without first verifying permission with the finalist.
• Please ensure your application reflects the knowledge, skills, abilities, and experiences to support your answers to the supplemental questions.
• Do not write 'see resume' on your application when completing the job duties section.
• UNC Charlotte Benefits Information: https://hr.charlotte.edu/benefits/benefits-overview/

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• • How did you hear about this employment opportunity?

• UNC Charlotte Website

• HERC Job Board

• Inside Higher Education

• Mitratech Circa (formerly known as Local JobNetwork)

• Another Website

• Agency Referral

• Advertisement/Publication

• Personal Referral

• Other

• Where did you learn about this posting?

(Open Ended Question)

• • Do you have a bachelor's degree or equivalent combination of education and experience? All degrees must be received from appropriately accredited institutions.

• Yes, a bachelor's degree from an appropriately accredited institution

• Yes, associate Degree from an appropriately accredited institution with 2 years of relatable work experience

• Yes, high school diploma/GED with 4 years of relatable work experience

• No

• • Please describe your professional experience managing events from both internal and external clients for meetings, conferences, special events, etc.

(Open Ended Question)

• • Please describe your professional experience with an electronic reservations software.

(Open Ended Question)

• • Please describe your customer service skills and your understanding of "customer service."

(Open Ended Question)

• • Please describe the knowledge, skills, abilities, and experience you have that qualify you for this position.

(Open Ended Question)

Applicant Documents

Required Documents

• Resume / Curriculum Vitae
• Cover Letter / Letter of Interest

Optional Documents