Event Support Supervisor

Position Summary

Experienced event operations professional with expertise in coordinating and executing meetings and events in multi-use event spaces. Skilled in supervising and training student staff, managing event logistics and ensuring seamless setup, operation, and tear down of events. Proficient in audio-visual support, vendor coordination, facility operations, ADA compliance, safety procedures and customer service. Demonstrated ability to collaborate across departments, maintain event equipment and inventories, enforce university policies and respond effectively to operational and emergency situations while delivering a positive guest experience.

Duties/Responsibilities 

• Provide daily logistical execution and technical operations of events and meetings held in the USI University Center, Performance Center Dunn Lobby, and Griffin Center, ensuring setup, equipment, vendor coordination, and all related services are on schedule and running smoothly.
  
  
• Assist Manager of Special Events with hiring, training, mentoring, scheduling, supervising, and evaluating 10-12 part-time student workers, offering guidance and direction for the efficient and effective delivery of services, aligned with university policies and procedures.
  
  
• Assist Manager of Special Events with the supervision of 10-12 part-time student workers. Generate daily event reports and meet with Manager of Special Events and scheduled student workers to discuss the event schedule for the day and plan for successful set up, event management, and tear down for each event. Facilitate daily update of electronic monitor in University Center with accurate event information.
  
  
• Work with the Manager of Special Events on development and implementation of annual and on-going training of 10–12 part-time student worker team members on specific event guidelines established by the Director and Associate Director of Special Events and Scheduling. Empower student workers with knowledge and skills to work independently during evenings and weekends when full-time staff are not present. Training to include effective facility setup, ADA standards, and equipment operations, including lighting, audio visual and sound systems. Advise best practices for customer service; greeting clients and vendors prior to events and remaining available during the event to respond to urgent needs and ensure a positive experience.
  
  
• Provide audio-visual support and solutions as needed for events, including but not limited to, setting up equipment to project presentations, virtual meetings, microphones and music on house sound system. Assist Manager of Special Events with updating and maintaining manuals on use of audio-visual equipment in all event spaces in University Center, Performance Center Dunn Lobby and Griffin Center. Collaborate with USI IT Technical Services staff on equipment improvements.
  
  
• Collaborate with USI Public Safety Parking to complete arrangements for reserved parking spaces on campus. Assist Manager of Special Events with event-related shuttle operations when needed, including vehicle management and ensuring staff have completed all USI required driver and safety training to operate University vehicles.
  
  
• Work with Manger of Special Events to conduct and maintain an accurate Inventory of all Special Events and Scheduling audio-visual equipment, event supplies, furnishings, and signage twice per year.
  
  
• Understand, communicate, and enforce University Handbook policies pertaining to the use of campus space for events and activities. This includes policies pertaining to alcohol service, decorations, safety and security, advertising and solicitation, and parking. Communicate needs for policies or policy changes to Special Events and Scheduling Director and Associate Director.
  
  
• Ensure the implementation of all policies and procedures relevant to guest safety, including communication of relevant emergency information to building occupants in the event of emergency evacuation and shelter in place situations. Confirm room set ups comply with ADA guidelines and strictly adhere to fire code regulations. Maintain proper emergency and event signage in appropriate locations.
  
  
• Collaborate with Sodexo/USI Dining Services staff to ensure productive and positive communication processes between respective teams. Attend weekly pre-event meetings between Sodexo/USI Dining Services and Special Events and Scheduling staff.
  
  
• Perform routine walk through of University Center East, University Center West, Performance Center Dunn Lobby, and Griffin Center, taking action to resolve or communicate issues requiring repair or attention. Log lost and found items and coordinate with Public Safety for safekeeping. Process emergency work orders when needed in the absence of the Manager of Special Events.
  
  
• Other duties as assigned.

Required Knowledge and Skills

• High school diploma or equivalent required.
  
  
• Minimum of 2 years’ experience in event support or coordinating multiple projects.
  
  
• Must have strong active listening and clear, specific oral communication skills along with effective, detail-orientated written communication skills appropriate for audiences ranging from University senior administration and executive event sponsors to internal support staff.
  
  
• Requires exceptional service orientation with the ability to communicate effectively and work with a diverse group of internal and external clients. Must also possess an elevated level of social perceptiveness and diplomacy.
  
  
• Competency with all Microsoft Office applications and ability to learn other applications as needed, such as Event Management System scheduling software and Social Tables room design software. Must possess sufficient knowledge for generating professional electronic correspondence and reports as needed.
  
  
• Excellent organizational skills with a refined aptitude for details and the ability to simultaneously manage projects.
  
  
• Requires problem anticipation and resolution skills, together with the ability to perform event activities as needed for troubleshooting, event preparation, and implementation.
  
  
• Must possess valid Driver's License and an acceptable driving record as defined by USI's Vehicle Safety Policy (https://handbook.usi.edu/vehicle-safety-policy).

Preferred Knowledge and Skills

• Experience in hotel or restaurant event support highly preferred.

Functional Requirements

• The presentation of a consistently professional demeanor at all times, even in difficult, negative or frustrating situations such as handling customer complaints, vendor issues, staff issues, and even under demanding conditions such as multiple priorities and short-notice deadlines.
  
  
• Remaining in a stationary position at a desk or workstation for extended periods of time for a number of assigned duties.
  
  
• Extensive physical movement in preparation for and throughout special events to oversee activities and interact with staff and attendees.
  
  
• Frequent independent physical manipulation of loads of up to 35 pounds for extended periods of time during preparation of events.
  
  
• Ability to use computers and computer systems (hardware and software) to set up functions, to enter data, to retrieve and process information and to create documents. Ability to retrieve information from written documents and from computer-generated reports.

Regular Work Hours/Travel Requirements

• Standard work hours are Monday through Friday, 7:00 a.m. to 3:30 p.m.
  
  
• The scope of the position may require occasional overtime on evenings and weekends if required by the schedule of events.

About USI           

The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position include:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.

• Cover letter
• Resume

Pre-Employment Screening

A background check will be required for employment in this position.

Authorization to Work in the United States

USI will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the Associate Director of Human Resources, Constance Hermann, at

cjhermann1@usi.edu

HumanRes@usi.edu

EEO Statement

USI is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities