Job Information
University of Utah Events and Student Experience Coordinator in Salt Lake City, Utah
Details
Open Date 03/15/2024
Requisition Number PRN38002B
Job Title Coordinator, Education
Working Title Events and Student Experience Coordinator
Job Grade D
FLSA Code Administrative
Patient Sensitive Job Code? No
Standard Hours per Week 40
Full Time or Part Time? Full Time
Shift Day
Work Schedule Summary
Monday through Friday. May require some evenings and weekends and travel as needed to meet client needs.
This job is considered “essential.” Therefore, it is required that the employee work on campus, in person.
VP Area Academic Affairs
Department 00033 - Executive Education
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range 45000 to 55500
Close Date 05/01/2024
Open Until Filled No
Job Summary
The University of Utah, David Eccles School of Business, is seeking a detail-oriented and adaptable Special Events Coordinator for Executive Education to join our team. The incumbent will manage all aspects of event planning and execution, including event reservations, contract management, event setup and oversight, financial reporting, budget assistance, and staff supervision. The ideal candidate will possess excellent organizational and communication skills, thrive in a fast-paced environment, and demonstrate the ability to handle multiple tasks simultaneously.
To read more about Executive Education, visit our website atexeced.utah.edu.
This job is considered “essential.” Therefore, it is required that the employee work on campus, in person.
Responsibilities
Manage Event Reservations : Handle incoming requests for event reservations via phone, email, or in-person interactions. Serve as the main point of contact for clients, coordinating various services and managing any changes as needed. Demonstrate flexibility to accommodate client needs and deadlines, including evening and weekend work availability.
Contract Management : Prepare contracts with caterers, hotels, transportation, off-site activities, and other vendors, ensuring all necessary agreements are in place before each event. Coordinate Request for Proposal ( RFP ) processes for vendor contracts. Monitor vendor performance and ensure compliance with agreements. Purchase necessary equipment and supplies for event facilities, ensuring adequate inventory levels are maintained. Manage office supplies and equipment, acting as a liaison with vendors when necessary.
Event Setup and Oversight : Develop checklists for cleaning and setup of event areas. Oversee all event activities, including catering, parking, room rental logistics, and guest services to ensure smooth operations.
Event Planning and Execution : Plan, coordinate, and execute special events such as social activities, conferences, and educational seminars. Arrange technical services such as speakers/microphones, zoom calls/webinars, presenting slide decks on screens/monitors, and streaming services required for events, ensuring seamless execution. Coordinate logistical arrangements such as scheduling, catering, transportation, and procurement of event supplies and equipment. Manage events on-site, helping attendees and faculty members as needed. Make travel arrangements for visitors when necessary. Assist supervisors in evaluating program effectiveness and adjusting for future events.
Financial Reporting & Recordkeeping : Maintain financial accounting and cost analysis reports for each event. Monitor financial records and prepare billing for scheduled events, including charges for any property damage incurred during events. Maintain files and records in Salesforce and/or Smartsheet, including event details and participants. Participate in the preparation of accreditation reports and reviews as required.
Budget Assistance : Provide data on equipment, staffing, and facility maintenance needs to assist department administrators in preparing annual budgets. Monitor special event budgets accordingly. Establish and maintain price lists for room rentals, equipment rentals, and technical services, distributing them to potential patrons as needed. Develop departmental policies for pricing, discounts, rentals, and catering services.
Staff Supervision : Assist in the hiring. training and supervising of office support staff as well as assigning duties and providing work direction as necessary. Assist in overseeing custodial services in assigned facilities. Oversee the activities of clerical support staff as they relate to specific events.
Note: This job description is not a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to the job.
Work Environment and Level of Frequency typically 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, bending, reaching overhead, Lifting – up to 25 pounds.
Minimum Qualifications
Bachelor’s degree in a related area or equivalency (one year of education can be substituted for two years of related work experience), and two years related experience required. Demonstrated human relations and effective communication skills also required.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
Bachelor’s degree in hospitality management, event planning, business administration, or related field preferred.
Previous experience in event coordination, preferably in an educational or corporate setting.
Strong interpersonal skills and the ability to effectively communicate with diverse stakeholders.
Proficiency in Microsoft Office Suite, Salesforce, Smartsheet, or similar software.
Ability to work independently with minimal supervision and as part of a team.
Exceptional organizational skills and attention to detail.
Flexibility to work evenings and weekends as required by event schedules.
Experience in budget management and financial reporting preferred.
Supervisory experience is a plus.
Type Benefited Staff
Special Instructions Summary
Additional Information
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.
The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.
All qualified individuals are strongly 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 ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/
Online reports may be submitted at oeo.utah.edu
https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.