Job Information

University of Utah Venue Coordinator in Salt Lake City, Utah

Open Date 06/10/2021

Requisition Number PRN26427B

Job Title Supervisor, Customer Service

Working Title Venue Coordinator

Job Grade C

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

Most hours would take place during Monday – Friday business hours. it is the expectation that the Event Coordinator have a hands-on understanding of the building’s use during the times it is open. During August, some additional hours may be needed outside of business hours during move-in week.

VP Area President

Department 00307 - Housing & Residential Educ

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $17 - $19

Close Date

Open Until Filled Yes

Job Summary

HRE and the University of Utah value interactions among individuals with varying tradition, cultures, identities, expressions, orientation, religious beliefs, economic backgrounds, and racial/ethnic origins. We strongly encourage applications from candidates who will share and explore this value with the team and with our residents.

The Venue Coordinator position is a 12 month, full time, professional staff position within Housing & Residential Education and the Student Affairs Division at the University of Utah.

Nature of Work:

This position provides oversight and direction to space usage in the Peterson Heritage Center ( PHC ), the Hive Pizzeria, the Donna Garff Marriott Honors Residential Scholars Community ( MHC ) and the Kahlert Village (KV). The Event Coordinator will oversee the reservation and set-up for all events in the PHC , KV and the Hive as well reservations in the MHC . In addition, they will supervise set-up Assistants in multiple locations. The Event Coordinator will work with students, staff, university departments, and community organizations for for space usage. The Event Coordinator reports directly to the Assistant Director for Administrative Services.

Responsibilities

Venue Management

The Event Coordinator is responsible for developing and maintaining a comprehensive reservation and set-up process for the Peterson Heritage Center and Kahlert Village, as well as a reservation process for the Marriott Honors Community. This includes understanding the flow of the building throughout the day to enhance the connective elements.

1. Assists with incoming Space Rental requests, providing timely and accurate information. Also, includes prospect tours of rental spaces and careful documentation of prospect conversations so as to avoid communication gaps, misunderstanding and unmet expectations. Book venues in accordance with approved fee rates for various hall rentals including equipment and labor usage.

2. Coordinate long term venue planning with campus partners to ensure their programming goals are achieved.

3. Provides logistical supports for all events as assigned, utilizing software and standard templates to communicate all events aspects across entire stakeholder community.

4. Coordinates scheduling of all event set-ups and tear-downs with student support staff. This includes requirements for chairs, staging, audio visual, etc.

5. Supervises events, end-to-end, ensuring all procedures are being followed correctly and all guidelines relating to the university are observed and space is returned to pre-event condition.

6. Calculated budgets and adjust as necessary to ensure maximum profitability in connection with the building’s operations.,

7. Coordinate food & beverage services and plan parking logistics with assigned department personnel.

8. Provide exemplary customer service by working with the clients/guests, internal or external, on day-of event to ensure all clients’ requests and expectations are met.

9. Follow-up with client to obtain feedback and to discuss re-booking opportunities.

10. Coordinate event billing transactions with the Finance and Accounting team.

11. Develop plans for equipment inventory and replacement/repair, changes to services offered, and long term space utilization. Regularly assess the condition of buildings and help ensure regular maintenance and upkeep of the building.

12. Work closely with the Coordinator of Marketing and Assessment to effectively market available event spaces.

Supervision

This position would have direct supervision of a team of set-up assistants.

1. Develop work standards and practices for staff. Responsible for overseeing high quality recruitment, hiring, evaluation, and training of all staff, and for contributions to their personal and work-related development.

2. Implement policies and practices for space usage that showcase service delivery.

a. Gather and analyze data with regards to the policies, implementation of procedures, and follow through

b. Utilize best practices and procedures.

3. Create a smooth transition of services and staffing during academic year breaks, with emphasis on serving Conference Services guests during the Summer.

4. Hold 1-1 meetings with Set-up Assistants to provide guidance and direction.

5. Ensures customer satisfaction by analyzing customer complaints, concerns and suggestions. Provides appropriate follow through to ensure quality customer service. Implements and administers new and existing department programs and services to internal and external customers. Evaluates program effectiveness.

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Work Environment and Level of Frequency that may be required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking.

Often: Repetitive hand motion (such as typing), walking.

Seldom: Bending, reaching overhead.

Minimum Qualifications

Associate degree in a business-related field or equivalency; two years full-time customer service; supervisory experience or equivalency; and demonstrated effective human relations and communication skills required.

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

Department Preferred Qualifications

1.Four years administrative/business experience or experience working with and organizing events, social schedules, conferences, etc., or equivalency.

2.Demonstrated human relations and communication skills; and a commitment to provide excellent customer service required.

3.Knowledge of supervisory principles and practices.

4.Ability to work effectively in a diverse environment.

5.Experience working within budgetary guidelines.

6.Understanding of space management practices.

7.Ability to manage several projects at once, keep projects moving forward, and take the initiative to fulfill job duties beyond a basic understanding of individual tasks.

8.Ability to work independently and work well on a team.

9.Proficient user of Microsoft Word, Outlook, and Excel, as well as comfort with learning new computer software programs.

10.Demonstrated ability to work collaboratively across functional and positional lines.

11.Demonstrated interpersonal, oral and written communication skills.

Preferences

1.Bachelor’s Degree in a related field.

2.Previous work in space management and scheduling.

3.Proficient user of Astra or other event scheduling software.

4.Knowledge of and experience within Campus Housing, Student Affairs, and/or building operations.

Type Benefited Staff

Special Instructions Summary

Priority Review Date 6/25/2021

Additional Information

The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.

Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action:

Director/ Title IX Coordinator

Office of Equal Opportunity and Affirmative Action ( OEO /AA)

135 Park Building

Salt Lake City, UT 84112

801-581-8365

oeo@utah.edu

Online reports may be submitted at oeo.utah.edu

For more information: https://www.utah.edu/nondiscrimination/

To inquire about this posting, email:employment@utah.edu (%20employment@utah.edu) or call 801-581-2300.

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

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