Job Overview
Employment Type
Full-time
Compensation
Hourly
Range $19.50 - $28.00
Work Schedule
Standard Hours
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Professional Development
flexible schedule
Employee assistance program
Job Description
The University Facilities Department, specifically the Space Management division, plays a crucial role in coordinating and managing campus-wide events and space utilization across the West Haven Campus. This department is pivotal in ensuring that the university's facilities are optimally scheduled and maintained to support a diverse range of activities, including academic classes, meetings, and special events organized by various campus groups. The space management team leverages technology through sophisticated event management systems to streamline requests and improve the overall campus experience for all users. The department works closely with various university offices, student organizations, and external partners to provide a seamless scheduling process, complying with university policies and safety regulations.
The role of the Events Coordinator within this department is an integral position designed to manage and facilitate the logistics of campus events and space reservations. Reporting directly to the Director of University Scheduling and Events Management, the Events Coordinator acts as a central figure in the administration and review of all Web Requests submitted through the Event Management System (EMS). The coordinator’s primary focus is on supporting recognized student organizations and ensuring their event needs are met while maintaining adherence to university policies. The position demands exceptional organizational skills, a strong aptitude in technology management, and a collaborative spirit to engage with diverse stakeholders.
Key responsibilities for the Events Coordinator include reviewing and processing space reservation requests, serving as the primary liaison for student organizations, collecting detailed event information such as setup diagrams and timing, and managing University Eventbrite software for event registration and payout coordination. The coordinator is also responsible for maintaining the accuracy of EMS data, including room images, amenities, and inventory of resources like tables and chairs. Regular system maintenance, tracking of permit requirements, and scheduling of annual facility blocks are crucial to the smooth operation of campus events. Additionally, the Events Coordinator plays a vital role in communication efforts by preparing daily setup reports and signage, integrating floor plans via Social Tables software, and stepping in as the primary departmental contact in the absence of the director.
This full-time position emphasizes a collaborative and detail-oriented approach to event coordination. The successful candidate will have experience in event management and proficiency with scheduling software tools, combined with excellent communication skills. This role promises exposure to a dynamic campus environment, where organizational efficiency and student engagement converge. While the salary and employment type details were not provided explicitly, the position requires dedicated hours to support the broad scheduling demands throughout the academic calendar. The role offers a unique opportunity to contribute directly to campus life, supporting the university’s commitment to providing well-organized and accessible events for its community.
The role of the Events Coordinator within this department is an integral position designed to manage and facilitate the logistics of campus events and space reservations. Reporting directly to the Director of University Scheduling and Events Management, the Events Coordinator acts as a central figure in the administration and review of all Web Requests submitted through the Event Management System (EMS). The coordinator’s primary focus is on supporting recognized student organizations and ensuring their event needs are met while maintaining adherence to university policies. The position demands exceptional organizational skills, a strong aptitude in technology management, and a collaborative spirit to engage with diverse stakeholders.
Key responsibilities for the Events Coordinator include reviewing and processing space reservation requests, serving as the primary liaison for student organizations, collecting detailed event information such as setup diagrams and timing, and managing University Eventbrite software for event registration and payout coordination. The coordinator is also responsible for maintaining the accuracy of EMS data, including room images, amenities, and inventory of resources like tables and chairs. Regular system maintenance, tracking of permit requirements, and scheduling of annual facility blocks are crucial to the smooth operation of campus events. Additionally, the Events Coordinator plays a vital role in communication efforts by preparing daily setup reports and signage, integrating floor plans via Social Tables software, and stepping in as the primary departmental contact in the absence of the director.
This full-time position emphasizes a collaborative and detail-oriented approach to event coordination. The successful candidate will have experience in event management and proficiency with scheduling software tools, combined with excellent communication skills. This role promises exposure to a dynamic campus environment, where organizational efficiency and student engagement converge. While the salary and employment type details were not provided explicitly, the position requires dedicated hours to support the broad scheduling demands throughout the academic calendar. The role offers a unique opportunity to contribute directly to campus life, supporting the university’s commitment to providing well-organized and accessible events for its community.
Job Requirements
- High school diploma required
- some advanced education toward a degree preferred
- experience in event management and organization
- scheduling and/or EMS software experience highly preferred
- outstanding verbal and written communication skills
- attention to detail
- organized and consistent work habits
- proficiency with Microsoft Office products
- understanding of web-based software
- multitasking ability
- ability to collaborate with diverse stakeholders
Job Qualifications
- High school diploma required
- some advanced education toward a degree preferred
- experience in event management and organization
- experience with scheduling and/or EMS software highly preferred
- outstanding verbal and written communication skills
- attention to detail with very organized and consistent work habits
- proficient use of Microsoft professional products
- understanding of web-based computer software
- ability to multitask and manage multiple projects simultaneously
- ability to work effectively with individuals from diverse backgrounds and at all levels
Job Duties
- Review Web Requests for space from West Haven Campus submitted through EMS
- solicit information and process reservations accordingly, with an emphasis on Recognized Student Organizations
- serve as primary contact for Recognized Student Organizations with the Office of Facilities for event management
- contact EMS Groups to collect and clarify event details/setup information e.g. diagrams, signage, timing, logistical needs etc.
- utilize University’s Eventbrite software including managing and editing event registration pages for campus community, coordinating payouts for events, and operations of software
- manage requests for grills in accordance with University Grilling Policy in collaboration with the Fire Science Club
- flag EMS space requests in need of CBYD permits
- track outstanding Web Request in EMS requiring CSELO or UPD approval
- review and activate new EMS account requests
- maintain EMS Groups annually i.e. contact info
- maintain room images and amenities for all buildings, rooms, and equipment in EMS database
- initiate system inventory each semester i.e. tables, chairs, stages etc. and update accordingly
- responsible for annual scheduling blocks as needed i.e. holidays, building hours, major event blackout dates, administrative scheduling blackout dates, dining hours, German Club members, Board of Governors, etc.
- collect and print maps/signage for sandwich boards
- utilize Social Tables room diagraming software by sharing with event coordinators and integrating floorplans with EMS reservation
- create daily setup worksheet reports
- distribute to Facilities Team
- in the absence of the Director, serve as primary contact for all office operations including review of all web requests, event logistics, acts as Chair of the Event Steering Committee, and other responsibilities
- perform other duties as assigned by the Director of University Scheduling and Events Management
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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