"Event & Training Coordinator"

Event & Training Coordinator

Company: University of Central Missouri

Job Location: Warrensburg, 64093

Category: Conference and Events Administration

Type: Full-Time

Salary: $44,000.00 Annually

Location: UCMO - Warrensburg, MO

Job Type: Exempt Staff Full Time

Job Number: 999789

Division: Conference Services

Description: The Event & Training Coordinator assists clients in the planning, scheduling, implementing and logistical support for all general university meetings, recurring activities and special events including public and athletic events, seminars, camps, conferences, and services for campus and/or community organizations. The coordinator must work independently and often make decisions quickly. The Event & Training Coordinator arranges various aspects of events such as setup, audio-visual support, security campus-wide facility reservations, technical requirements, parking, staffing or various other services. This position is responsible for event planning and the development of service contracts between the University and both internal and external clients. The coordinator acts as a positive representative of the University and is the primary point of contact between clients and the University. This position will be on call for Meeting and Conference both weekdays and weekends and assist with all events held on campus during that time. While on call the Event & Training Coordinator must make independent decisions on behalf of Meeting and Conference Services and the client which at times result in a cost to MACS or the client. The Event & Training Coordinator must become proficient in 25Live Pro scheduling software to properly train all UCM users -students, staff, and faculty. This position will also hire, supervise, and train student Campus Event Managers.

Examples of Duties

• Event coordination and management to include: -30%
• Schedule and coordinate the use of all University facilities for approximately 1,500 events held annually on campus.
• Must be able to work independently and make decisions on behalf of the client and the office.
• Work closely and coordinate with audio visual, food service provider, custodial, setups, etc., to fulfill all setup specifications required by clients.
• Remain up to date on the growing technology needs within the event planning industry.
• Have a basic understanding of audio-visual equipment in order to troubleshoot basic technological problems.
• Coordinate with University community (Public Safety, Parking, building supervisors/managers, etc.) to ensure that appropriate staffing needs are met.
• Negotiate costs and services provided by service centers and off campus agencies to provide requested services or equipment.
• Authorize emergency spending to repair equipment needed for immediate events.
• Check in with clients prior and during their events, most of the time in person. This requires the ability to move quickly between multiple events and respond to each events need promptly.
• Assist with the development and implementation of CAS standards.
• Responsible for ensuring that clients are compliant with all University policies as it relates to events.
• Event planning to include:-10%
• Assist clients in the planning of their event from the inception to completion; University meetings, recurring activities, special events, athletic events, high school competitions, etc.
• Coordinate the following UCM special events: Homecoming, Week of Welcome or Family Weekend by assisting in finalizing event schedules and activities through serving on the special event committee and coordinating all logistics for the event.
• Database management and contract development to include:-15%
• Entry of data within the event software system. This includes client information, event details, reports, room and equipment rates, fees, etc.
• Proficient with the most recent version of the scheduling software used by the MACS. Attend national conferences to stay will informed and updated on the latest changes to the software.
• Develop bid proposals and binding service contracts between the University and both internal and external clients through direct consultation and negotiation. These contracts average approximately $5,000.
• Prepare the rate sheet, agreement, and policy sheet for summer camp clients. These events average $50,000 revenue for the UCM campus.
• Oversee the fulfillment of the binding service contracts.
• Maintain budget expenditures and records for each function/event.
• On call and public relations to include: -25%
• Meet daily with university administrators, faculty, students, and off campus clients. Acts as a positive University representative when solving problems between university service centers and clients.
• Serve as the primary point of contact between clients and the University.
• On-call one weekday evening a week and an average of one weekend per month for all MACS events. Serve as the primary contact for CEMs, clients and other University employees working with these events.
• While on call must make independent decisions regarding all MACS events (not just the ones they coordinated). These decisions must be made in a quick yet well-thought-out manner. These decisions may result in expenses for the client, MACS or other University departments.
• When not on-call, readily available through departmental communication system for backup support.
• Must also provide on-site assistance for larger and high-profile events. This is in addition to the on-call schedule.
• Autonomy to commit up to $10,000 worth of university property and services.
• Promote the MACS department and events through social media. Promote the services provided by MACS to the UCM faculty, staff, and students through weekly updates, reports and newsletters.
• Recruit new University business via travel to expos and conventions.
• Supervision and training to include:-20%
• Responsible for the hiring, training, supervision, and evaluation of the student Campus Event Managers (CEMs).
• Create and co-manage the on-boarding process for MACS student employees.
• Plan and facilitate a training program for MACS student employees each semester.
• Responsible for yearly updating and creating new print and media student employee training material.
• Develop and deliver the Event training program for faculty, staff, and students. This will include print material, videos and in person training opportunities. It will include, but not limited to 25Live, funding access, event planning and event diagram software.
• Educate off campus clients on event planning logistics as it relates to banquets, seminars, weddings, special events, conferences, camps, etc.

Typical Qualifications

Education:

• Bachelor's degree: Hospitality, Tourism, Business Management or related field required
• Master's degree: Hospitality, Tourism, Business Management or related field preferred

Experience:

• Two (2) years of meeting, event, or convention planning or hospitality management required.
• Two (2) years of experience in the use of event scheduling software such as 25LivePro preferred.
• Work experience in a college/university, hospitality or tourism setting preferred

Special Instructions: Full-time benefits-eligible position: Benefits include competitive salary; health, dental, vision, life insurance, AD & D, long-term disability; 3 weeks paid vacation per year; 3 weeks of accrued sick leave per year; 13 paid holidays; retirement; and generous education assistance for an employee, spouse and dependent children taking classes at UCM. Part-time benefits-eligible positions: Benefits include generous education assistance for the employee. Temporary, adjunct, student employment, or graduate assistant positions: Benefits are not included. Completed UCM online application for employment required. Incomplete applications will not be considered. A review will begin immediately and continue until filled unless indicated otherwise. NOTE: A background check is required for the selected candidate of all staff, faculty, adjunct, and temporary positions and any job offer is contingent on the results of this check. Student employees and graduate assistants do not require a background check to be conducted prior to employment. The University of Central Missouri is an Equal Opportunity Employer.