General Summary of Position:
This Operations Coordinator position is a central position within the Department of Hospitality and Events that enables the processing and activation of over 27,000 events annually. These events range in scope from meetings to major University events such as Commencement, Homecoming, Board of Trustees meetings, academic conferences, Convocation, Open Houses, etc. This individual also supports the Summer Conference program, responsible for $1.3 million in gross revenue, and serves as the primary operations coordinator. This role is responsible for the coordination, execution, and overall operational support including the transport of equipment, resources and the supervision of a team of part time and student staff, designed to be responsive to demand flow of events in a cost efficient manner. This position provides extensive support in the pre planning and execution of logistical details for all events requiring extensive resources and coordination of third party vendors.
This position will Coordinate the use of University space for Hospitality & Event Services by review event needs on a weekly basis; using 25Live scheduling software to control space usage, setups and inventory; overseeing spaces, maintenance and proper use; plans and executes the coordination and movement of campus resources across campuses, managing all HES physical resources, insuring that events abide by University space and reservation policies and standards.
Oversee the logistics of space usage by:
- Communicating with event clients as to their event needs
- Communicating event needs to appropriate departments including University Police, Facilities, and Aramark
- Arranging and overseeing room set-ups with part time and student staff as appropriate
- Overseeing and/or collaborating with third party vendors
- Supporting audio visual staff and equipment as needed for events
Provide excellent customer service by:
- Building and maintaining effective partnerships with federal state officials’ offices and City of Lowell, and colleagues and students throughout the University
- Providing optimum service to all internal and external associates in response to event reservation requests
- Ensuring that campus events adhere to University standards and organizing resources to achieve maximum level of excellence at a minimal cost to the University
- Effectively representing the University by maintaining a positive attitude, and demonstrating a spirit of hospitality that is welcoming to persons of all backgrounds, nationalities, and roles
Oversee student and part-time event staff:
- Schedule and supervise event staff to ensure professional quality event coverage for both in-house and external clients
Requires understanding and constant adaptability to new situations and technologies often without direct supervision. The position requires and combination of routine methodologies to ensure consistent systematization of tasks as well as flexibility in decision-making, often required on multiple levels simultaneously.
Impact of Actions:
- Directly affects department inventory and budget through care
- Maintenance and replacement of inventory of all resources, equipment and vehicle
- Monitors conditions of event spaces and implements upgrades as needed for short and long-term programming
- Adjusts resource allocation as events happen to maximize operation and meet real-time client need
- Supervises part-time and student staff in ensuring optimal outcomes for events
Represent the Office of Hospitality and Event Services:
- Representing the office in meetings with clients and staff
- attending events including those on evenings and weekends
Minimum Qualifications (Required):
- High School Diploma or equivalent
- 2-3 years’ work experience (or the educational equivalency) at institutions of higher education
- Minimum 2-3 years’ experience organizing, planning, preparing, and executing large scale events
- Individuals must possess a valid driver’s license as this position frequently requires driving state vehicles
- The ability to work effectively with diverse groups
- Skills Demonstrated ability working constructively with a wide range of technical academic, administrative, and professional people
- Demonstrated organization skills and ability coordinating multiple projects
- Demonstrated competency in office computer applications, email, spreadsheets, Microsoft office, etc.
- Excellent written and verbal communication skills
- Ability to understand and follow complex oral and written instructions
- Mechanical aptitude
- ability to make decisions
Special Instructions to Applicants:
Only Internal Professional (SEIU 888 Professional Union) Bargaining candidates will be considered during the first 10 business days of the posting. All other candidates will be considered after that period.
Review of applications will begin immediately and continue until the position is filled. However, the position may close when an adequate number of qualified applications are received.
Please include a resume and cover letter with your application. Names and contact information of three references will be required at the time of application.