What are the responsibilities and job description for the Events Planner and Coordinator position at University of Maryland Eastern Shore?
Position Information
Position Title
Events Planner and Coordinator
Job Type
Staff
Position Information
The Division of Administration and Finances invites applicants for a full-time, exempt, position with benefits. Salary is commensurate with experience and qualifications.
The University of Maryland Eastern Shore is expanding its auxiliary operations with revenue-producing campus events and facility rentals. This strategic objective requires a strong partnership with faculty, staff, students, contractors, and the community. The position requires entrepreneurial skillsets to generate new and sustainable revenues, and develop and expand the office to build capacity for future growth opportunities. The potential incumbent must have leadership and expertise in planning and coordination of formal affairs, social events, and recreational activities; marketing campus facilities and services, soliciting and creating new event rental business, and sales presentations, and providing consultation for departmental events. The ability to manage and maintain the campus event management system, and the event calendar.
Responsibilities
Essential Duties:
- Coordinate University events with staff, vendors, and contractors including scheduling, cost estimates, required equipment and supplies, timelines, catering, and other facility requirements.
- Coordinates with Facilities, Audio/Visual Services, Food Service, and other partners to ensure accurate and professional setup and logistical flow of events, including notification to impacted areas throughout the University and the Campus Police Department.
- Manages relationships and scheduling for revenue and co-sponsored events and acts as the main interface related to agreements, supplemental fees (catering, rentals, and AV services as needed), processes, and procedures.
- Monitors event activities to ensure all requirements are met, the client is satisfied and clean-up/re-set is handled.
- Develops event planning and facility usage policies and procedures and follows those and other campus procedures and policies to ensure safety in all events, manages financial tasks (costing, revenue, billing, and accounting), and implements and directs communication of facility usage and campus events).
- Provides guidance and expertise to departments for their events on topics such as setup, catering, and general event logistics based on expected attendance and visibility.
- Maintains a system of record for all room utilization. Controls reservation process per requests from faculty, staff, and students for the use of University facilities for campus events.
- Provides direction and training to the campus in regards to the booking procedure, repairs and facility upgrades that impact events, and event management recommendations.
- Performs other job-related duties as assigned.
Classification
41-0000 Sales and Related Occupations
Required Qualifications
- Bachelor’s degree in Hospitality, Business, or related field. Equivalent combination of training and experience is necessary.
- Three years of experience in a similar or related capacity including an overnight camp environment, youth camp, event planning, promotions, etc.
- High level of interpersonal and communication skills and the ability to deliver services in an environment where there is an emphasis on customer service.
Preferred Qualifications
Additional Desired Qualifications:
- Entrepreneurial abilities (Vision, Passion, Innovation, Adaptability and Resiliency).
- Self-motivated with a service orientation.
- Results-focused and detail-oriented.
- Good communications skills.
- Good planning and organizing skills.
- Proficient with MS Office Suite software.
- Good problem-solving skills.
- Ability to cope and adapt to changing priorities, and work in a fast-paced environment and under frequently hectic conditions.
- Good time management skills and ability to meet deadlines.
- Flexibility with work varying schedules including evenings, holidays, and weekends, and a willingness to stay overnight on campus during certain events.
- Ability to work independently or in a team environment.
Required Knowledge, Skills, Abilities
- Ability to enter, retrieve, and manipulate data on a computer.
- Ability to learn and manage room scheduling software.
- Strong ability to multitask is required.
- Ability to explain University policy, procedures, and practices in difficult situations.
- Must be able to give and receive advice and opinions and interact with individuals in situations requiring sensitivity and tact.
- Must be able to perform moderate physical activity including the ability to lift 20 pounds; to reach above shoulder; and to sit, stand, and walk for extended periods of time.
- Must be able to move from building to building and to visit off-campus sites.
- Must be flexible in working hours which will often include weekend and night work (after 5 pm).
Certifications/Registrations
N/A
EEO Statement
UMES is an EEO/AA employer and will not discriminate against any employee or applicant because of race, age, sex, color, sexual orientation, religion, national origin, marital status, genetic information, or political affiliation. Minorities, women, veterans, and persons with disabilities are encouraged to apply. The successful candidate must be able to show acceptable documentation establishing the right to accept employment in the United States of America without employer sponsorship.
FLSA
Exempt
Salary
Commensurate with experience and qualifications.
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