Event Coordinator

General Statement

Housed in the Strand Union Building, Conference and Event Services (CES) supports MSU and the surrounding community by providing planning and logistical support for conferences, events, meetings, camps and activities through the scheduled and contracted use of the Strand Union Building, Inspiration Hall, and other University assets.

Duties and Responsibilities

The Event Coordinator serves as a primary contact and an event manager for the areas that the department schedules/reserves. As the face of CES (and an ambassador of MSU), the Event Coordinator works with a wide variety of clientele ranging from student organizations and MSU departments to high profile events that shape public opinion of the university and its facilities. Event Coordinators focus on one of three client groups: MSU Students, MSU Campus Partners, or Summer Conferences & Housing. The team works closely together and are cross-trained to assist with any group during busy periods or absences. Duties include:

• Event Scheduling and Coordination:
  • Works with clients to schedule and coordinate meetings, conferences, and events across various MSU facilities, the Strand Union Building and Inspiration Hall.
  • Will assist with off-campus coordination as needed.
  • Manages and coordinates production from initial contact with clientele to execution of the conference or event.
  • Researches and requests available spaces across campus and occasionally off campus as needed.
  • Communicates MSU and building policies and ensures compliance with contract and insurance requirements.
  • Works within clients’ budget constraints.
  • Writes contracts and estimates expenses for clientele.
  • Diagrams room set-ups.
  • Determines security needs for events.
  • Coordinates with other campus services as needed.
  • Leads and directs staff during set-up, change overs, and tear-downs ensuring clients specifications are executed accurately.
  • Provides for onsite event management day of event and assists with troubleshooting issues inclusive of AV, set up, special set up needs etc.
• Performs a variety of administrative duties in support of the SUB Administration such as ad-hoc reporting, composing of general business correspondence, creating production sheets, supporting the solicitation review and monitoring within the SUB, etc.
• Actively assist with set-ups/tear-downs as needed.
• Actively contribute to the team by performing other duties as needed in support of the department’s mission.

Required Qualifications

• Progressively responsible administrative experience in a busy office setting or an equivalent combination of education and experience.
• Proficient experience working in or managing a computer database plus demonstrated skills using a variety of other software applications.
• Extensive customer service experience dealing effectively and diplomatically with a variety of people.

Preferred Qualifications

• Experience with reservation, scheduling and/or diagramming software.
• Experience with event management, conference services or guest services.
• Leadership experience coordinating and directing the work of others.

Skills & Abilities

The successful candidate will:

• Provide excellent customer service at every point of contact
• Accurately perform duties in a high traffic office environment with frequent interruptions
• Work under the stress of various deadlines while completing multiple tasks in a timely manner
• Operate work related equipment and software
• Demonstrate effective interpersonal skills in a team oriented environment
• Effective communication skills both verbally and in writing
• Demonstrate effective communication skills
• Demonstrate effective research and problem solving skills
• Follow and explain policies and procedures
• Manage difficult situations appropriately and professionally; and demonstrate excellent conflict resolution skills
• Consistently exercise initiative and good judgment
• Prioritize and organize workload
• Exhibit a strong sense of self-motivation and self-management
• Have excellent attention to detail, accuracy and timeliness while adapting to changing priorities
• Maintain thorough records along with confidentiality of information
• Share job duties with co-workers as needed
• Conduct work in a pleasant, professional manner and represent the department to others in a professional and courteous manner

Position Special Requirements

Will occasionally work nights, weekends and holidays depending on departmental need and event schedule.

Physical Demands

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.

• Normal office environment.
• Work for long periods of time at a computer or on the telephone.
• Occasionally move and place event supplies and materials up to 30 lbs and of various shapes and sizes.
• Occasionally move tables, chairs and other furniture and equipment during set-ups and tear-downs.
• Occasionally work outside and in inclement weather.

Pay

$25.04 per hour