University of Utah Events and Scheduling Coordinator in Salt Lake City, Utah


Open Date 04/03/2018

Requisition Number PRN16776B

Job Title Sr. Events Coordinator

Working Title Events and Scheduling Coordinator

Job Grade D

FLSA Code Nonexempt

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

Monday-Friday, 8-5

Some evenings and weekends may be required.

VP Area Academic Affairs

Department 00790 - Marriott Library - Operations

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 15.38 - 18.26

Close Date

Open Until Filled Yes

Job Summary

Plans, implements and coordinates various details associated with meetings, seminars, conferences, educational training, social events and other related activities; including multiple locations. Updates and produces schedules for the Gould Auditorium, 20 Library classrooms, group study rooms, library tabling, and public advertising space. Coordinates with departments and guests on room reservations and setup. Coordinates facilities setup and and equipment for events as well as AV, catering and custodial as required. Provides customer service related to questions regarding conferences, events, classrooms and other special events. May be required to work occasional nights and weekends as events dictate. May supervise part time staff.


Coordinate and schedule the Gould Auditorium

• Schedule events in the Gould for library and university groups.

• Coordinate in house setup of furnishings including chairs, tables, catering tables, etc.

• Coordinate AV setup with library employees.

• Coordinate custodial cleanup.

• Process charges related to the auditorium rentals, setup, and clearnup.

• Supplemental equipment setup and coordination of external vendors and service providers.

• Enforces occupancy limits and assists Security with crowd control.

Coordinate and schedule Marriott Library classrooms

• Works with library and campus departments to create and enter the class schedule information into databases each semester according to library policy.

• Processes requests from departments for adding and changing class schedules in the library.

• Locates available classrooms to accommodate changes, prepares and posts change notices.

• Tracks classroom use and patterns and prepares reports.

• Checks library schedule against campus scheduler to avoid double bookings.

• Coordinates with the registrar and college schedulers on semester length courses

Coordinate scheduling of events in the library

• Manages events on site and provides assistance to attendees and staff.

• Responds to logistical questions.

• Makes last minute changes to physical setups.

• Meets vendors and speakers for rehearsals and walkthroughs.

• Coordinate in house setup of furnishings including chairs, tables, catering tables, etc.

• Coordinates with library Facilities and Security divisions as required by setup and building code

Coordination of signage, stanchions, easels, and external marketing requests.

• Distributes temporary signage including easels, stanchions and a-frames for events and promotional material.

*Event equipment and furnishings maintenance *

• Cleans furniture and coordinates repair of equipment. Executes warranty requests for furniture and advises the Director of Facilities on equipment needs and issues.

Schedules the Library Vans

Minimum Qualifications

Bachelor’s degree in a related field*, or equivalency (2 years related work experience may be substituted for 1 year of education) and demonstrated human relations and effective communication skills required.

*A related field may include one or more of the following: Business, Communications, Hotel Management/Hospitality, or Exercise/Sport Science.

Demonstrated computer skills including proficiency with word processing and spreadsheet programs preferred.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.


Ability to work creatively, collaboratively, and effectively both as a team member and independently, and to promote teamwork among colleagues.

Ability to be proactive, flexible, and collaborative as a team leader in order to accomplish departmental, library, and institutional goals.

Must possess problem solving skills, excellent customer service skills, extraordinary organizational skill.

Demonstrated proficiency and capability with information technology systems in the context of an academic library.

Reading, writing, or speaking skills in a second language.

Type Benefited Staff

Special Instructions Summary

Additional Information

The University of Utah is an Affirmative Action/Equal Opportunity employer and is committed to diversity in its workforce. In compliance with applicable federal and state laws, University of Utah policy of equal employment opportunity prohibits discrimination on the basis of race or ethnicity, religion, color, national origin, sex, age, sexual orientation, gender identity/expression, veteran’s status, status as a qualified person with a disability, or genetic information. Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities, and protected veterans are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law.

To inquire about this posting, email: or call 801-581-2300. Reasonable accommodations in the application process will be provided to qualified individuals with disabilities. To request an accommodation or for further information about University AA/EO policies, please contact the Office of Equal Opportunity and Affirmative Action, 201 S. Presidents Cr., Rm 135, (801) 581-8365 (V/ TDD ), email: .

The University is a participating employer with Utah Retirement Systems (“URS”). To be eligible for retirement contributions, you must be hired into a benefit-eligible position. Certain new hires are automatically assigned to the URS retirement plan and other employees with prior URS service, may elect to enroll in the URS within 30 days of hire. Regardless of whether they are hired into a benefit-eligible position or not, individuals who previously retired and are receiving monthly retirement benefits from URS must notify the Benefits Department upon hire. Please contact Utah Retirement Systems at (801)366-7770 or (800)695-4877 or the University’s Benefits Department at (801)581-7447 for information.

This position may require the successful completion of a criminal background check and/or drug screen.