Admin Support Coordinator I

Overview

The pay rate for this position is $22.00-$26.00 per hour based on experience and is non-negotiable.

FUNCTION OF THE UNIT

The Alumni Center is a dynamic, multi-space venue that hosts more than 200 events annually, including meetings, receptions, and university functions. The unit is responsible for supporting high-quality event operations and providing an exceptional experience for clients, guests, and campus partners.

PURPOSE OF THE POSITION

The Event Coordinator supports the planning and execution of events at the Alumni Center by coordinating logistics, managing client communication, overseeing event setup and breakdown, and providing on-site operational support. This position works closely with clients, vendors, and team members to ensure events are executed efficiently and in accordance with Alumni Center and University standards.

Responsibilities

• Event Coordination (20%)
  • Independently coordinate logistical aspects of events.
  • Prioritize tasks and adjust timelines as needed.
  • Aid in resolving planning and operational challenges in alignment with Alumni Center and University procedures.
• Problem-Solving and Decision-Making (20%)
  • Respond to event-day issues in real time using reasoning, judgment, and creativity to solve complex problems related to event coordination.
  • Address issues that arise during events to ensure all events run smoothly and meet or exceed client expectations.
• Client Liaison and Customer Service (15%)
  • Serve as the primary point of contact for internal and external event clients.
  • Ensure effective communication and client satisfaction throughout the event process.
  • Offer high-level support for clients and guests by proactively anticipating needs and resolving issues in real time.
  • Conduct post-event follow-up to gather feedback and improve future events.
• Day-Of Support (15%)
  • Provide on-site support during events to ensure logistics are in place and client expectations are met or exceeded.
  • Remain accountable for the overall success of each event by proactively managing issues and adapting in real time.
  • Deliver a seamless event experience from setup through breakdown.
• Event Setup and Breakdown (10%)
  • Cook up and assist with the physical setup and teardown of events based on event diagrams.
  • Arrange tables, chairs, staging, and equipment to meet event specifications.
  • Ensure all setups are safe, functional, and aligned with event plans.
  • Ensure breakdown is completed efficiently and with care for venue equipment.
  • Perform regular physical labor including lifting, carrying, and standing for extended periods.
• Team Coordination (6%)
  • Foster a collaborative environment by coordinating closely with team members to ensure clear communication and seamless operations.
  • Provide guidance to part-time staff or student assistants during setup and execution as needed.
• Vendor and Logistics Coordination (4%)
  • Cook up and assist with coordinating with vendors, including catering, parking services, and custodial services.
  • Ensure all event logistics are executed in alignment with event requirements and support a seamless event experience.
• Event Layout and Diagram Design (4%)
  • Develop event layouts and diagrams to ensure optimal flow, functionality, and guest experience.
  • Collaborate with clients and vendors to translate event concepts into practical setups that meet logistical and aesthetic requirements.
• Audio-Visual Support (3%)
  • Set up and operate AV equipment.
  • Troubleshoot technical issues during events and ensure client needs are met in coordination with available technical support.
• Other Duties As Assigned (3%)
  • Support special projects and collaborate on cross-functional event initiatives as needed to advance departmental goals.

Qualifications And Special Skills

• Strong problem-solving abilities and sound judgment, especially in time-sensitive or high-pressure situations.
• Excellent interpersonal and communication skills with the ability to work effectively with clients, vendors, colleagues, and university personnel.
• Ability to manage multiple tasks simultaneously, prioritize responsibilities, and meet deadlines with minimal supervision.
• Intermediate proficiency in Microsoft Office and Google Workspace.
• Familiarity with event planning or project management tools and ability to learn new software programs.
• Strong organizational skills, attention to detail, and time management abilities.
• Ability to work effectively in a fast-paced and changing environment.
• Self-motivated and able to work independently with minimal direction.
• Ability to interpret and communicate policies and procedures.
• Eagerness to learn and grow professionally.

MINIMUM EDUCATION

High school diploma or equivalent

MINIMUM EXPERIENCE

4-years of progressively responsible experience in an office or administrative environment