General Information
| Job Description | EVENTS SPEC 3 | Working Title | Events & Operations Coordinator |
|---|---|---|---|
| Job Code | 006292 | Grade | 21 |
| Department Name | Recreation/Student Rec Center - D01117 | Department Head | Lindy Fenex |
| Supervisor | Ricky Haro | Effective Date | 08/01/2022 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 004922 | STDT 1 | 17.64 |
Generic Scope
| Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems/issues of diverse scope and determines solutions. |
Custom Scope
| Uses skills as a seasoned, experienced professional, to provide comprehensive coordination and management oversight of moderately complex and/or medium-size events. |
Department Custom Scope
| Under general supervision of the Assistant Director of Events and Operations, the Events and Operations Coordinator is responsible for providing general oversight to both Operations and Events for the Recreation Department and the Student Recreation Center (SRC). This position requires a high degree of independence in all functional areas of responsibility and decision making which includes the direction, development and management of both units. The SRC Events function involves the direction, planning, development, implementation, coordination and staging of all assigned events in the Recreation Department facilities. The incumbent is responsible for working with all clients and associated vendors to coordinate all necessary aspects of the Events function including, but not limited to, assisting clients in planning their events, facility preparations for events, scheduling, invoicing, recordkeeping, policy creation, modification and interpretation, events equipment maintenance, supervision and scheduling of Events staff, and on-site management of events. This position will directly supervise the Building Steward/Event Staff as well as indirectly support Front Counter Services, Fitness Center, Maintenance, Outdoor Excursions, Competitive Sports, and Aquatics during night time operations. The Coordinator will also oversee and develop Open Recreation to ensure successful operations throughout all facilities. Budgeted hiring range is $58,000 - $83,400. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| 4 - 7 years of related experience. | Required |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|---|
| CPR/AED/First Aid Certification | Required |
Educational Condition Requirements
| Condition | Requirement |
|---|---|
| Obtain CPR/AED/First Aid Certification within first 3-months of employment. | Required |
Key Responsibilities
| Description | % Time |
|---|---|
Consults with clients on all details regarding events and event planning.
|
40 |
Mentors and oversees the work of less experienced events staff.
|
15 |
| Demonstrates good judgment in making decisions and managing events. | 10 |
| Determines and coordinates staffing needs. | 10 |
| Oversee, monitor and manage SRC operations including nights and weekends | 10 |
| Ensures smooth-running, effective events, including successfully recognizing and resolving potential and real problems in a timely manner using tact, sensitivity, discretion and political acumen. | 5 |
| Other duties as assigned. | 5 |
| Oversee, monitor and manage the Open Recreation schedule and programming. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Thorough knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization and production. | Required |
| Highly developed judgment, decision-making and problem recognition/avoidance/resolution skills, including skill in determining those issues/problems that need to be brought to management's attention. | Required |
| Ability to effectively work with invited guests, donors, government officials and university VIPs. | Required |
| Highly developed interpersonal communication skills including political acumen and social perceptiveness. Excellent verbal and written communication skills to effectively communicate with diverse populations with competing priorities. | Required |
| Proven ability to work on several tasks simultaneously. Skill at responding effectively to priorities and setting deadlines. | Required |
| Skill in effectively meeting budget and time constraints. | Required |
| Demonstrated organizational and project management skills to work successfully with clients to produce high quality events that meet client needs and appropriately represent the campus; that is, for fundraising events, skills to provide excellent donor stewardship. | Required |
| Knowledge and skill to set and monitor work standards and protocols. | Required |
| Knowledge of crowd management, crowd safety protocols, security and emergency procedures related to small, medium and large scale gatherings. | Required |
| Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions. Ability to complete large volume of diverse tasks efficiently, meeting established deadlines. | Required |
| Knowledge of principles and practices of volunteer recruitment, supervision, motivation and evaluation. | Required |
| Ability to give clear directives and use independent, rational judgment to make optimal decisions. | Required |
| Thorough knowledge of the campus, its vision, mission, programs, policies, achievements and infrastructure. Knowledge of University policies and procedures relating to the use of University facilities; event management and presentation. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| General Supervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: Yes |