Reservations and Event Services Operations Coordinator

Location: 1, Waukesha, WI, ATSCount Job Category: Reservations and Event Services, Staff Employee Type: Support Staff Description At Carroll University, we are committed to identifying and employing strategies to support our goal to be and remain a socially just organization. Rooted in the Presbyterian (U.S.A.) heritage, we respect all aspects of diversity, embrace the practice of equity, expect inclusion, and embrace belonging throughout our community. Therefore, we seek applicants who can demonstrate their understanding of justice and who can inspire our increasingly diverse student population. The Operations Coordinator is responsible for training and supervising a student staff of 25+, as well as coordinating event services for both internal and external clients. The incumbent will collaborate with constituencies across the University to ensure successful coordination and allocation of resources, compliance with policies and procedures, inventory management, scheduling and supervision of student staff. The position offers a flexible work schedule, with the opportunity for overtime. Responsibilities Event management: Plan and coordinate services required to support events scheduled through the Office of Reservations and Event Services, including services required from vendors, rental equipment suppliers and audio/visual providers; ensure proper on-site event management for all events.Facilitate appropriate communication between clients and other internal service providers; collaborate with campus departments, including the registrar, athletics, dining services, residence life and housing, Office of Information Technology (OIT), facilities, public safety and risk management, to ensure availability and coordination of facilities and delivery of services necessary for successful events.Represent the Office of Reservations and Event Services and assist other departments in the coordination and planning of major campus eventsAssist the Director in the general operation and management of facilities e.g. maintenance, policies, regulations and event servicesProvide evening and weekend coverage for scheduled events as required Student Staff Supervision Supervise thorough and efficient setup and teardown for all eventsServe as primary supervisor and lead with student workers and contracted providers as determined by the DirectorRecruit, hire, train, schedule, evaluate and perform other required administrative tasks relating to student staff including financial aid trackingDevelop and manage schedules for student workers Administrative Assist with overall management of event scheduling software; process event requests, add/edit user profiles, maintain inventory and ensure client requests are monitored and completedIdentify maintenance, custodial, and equipment issues that require attention and submit work orders as neededMaintain equipment inventory; coordinate equipment purchases as neededAssist with departmental marketing strategies, and social media account maintenanceDemonstrate professionalism at all times when interacting with clients, faculty/staff, and studentsKnow, understand, and enforce all applicable policies and procedures related to the university and schedulingIdentify and participate in ongoing professional development, continuing education and training as required; play an active role in industry associations such as ACCED-I, NACAS, ACUI and/or other appropriate groups.Create diagrams and floor layouts when necessary for campus eventsServe as a back-up to other staff members in their absencePerform other duties as assigned in support of department and/or division needs and goals. Qualifications Education and/or Experience: Bachelor's degree required; Master's degree preferredMinimum one year of event planning or related experience is required. Operations experience is preferredHigher education work experience with knowledge of best practices is preferredExperience with event scheduling software is preferredEvent setup/teardown experience is preferred Technology Skills Database managementThorough knowledge of MS Office applications (Word, Excel, PowerPoint)Use and maintain voicemail and e-mailExperience with Visio, CAD, and/or other related software is preferredGeneral understanding of client-server computing and networkingTechnical proficiency with lighting, audio-visual, and related equipment is preferred Human Relations Skills Attention to detailExceptional time-management skillsStrong communication, management, and administrative skillsAbility to maintain confidentialityHigh customer service skillsAbility to work as a team member and to work with a diverse group of constituenciesAbility to work evenings, weekends, and holidays as neededCandidates must be willing and able to support and advance the University mission.Ability to work effectively with people regardless of their age, gender, race, sexual orientation, ethnicity, religion, ability, socio-economic background, or job type. Physical Demands Ability to stand for extended periods of timeAbility to sit for extended periods of timeAbility to walk for extended periods of timeAbility to lift and carry 50 pounds or more Special Requirements Valid drivers' license and ability to be insured under the University's insurance plan required Compliance Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at the Department of Public Safety, at 239 East Ave., Waukesha, WI 53186. Please submit a cover letter and resume for this position along with this electronic application. Carroll University makes employment opportunities available to qualified individuals whose skills and experience make them suitable candidates for placement. Candidates must be willing and able to support and advance the University mission. Carroll University does not discriminate in any manner contrary to law or justice on the basis of race, color, sex, age, religion, sexual orientation, national origin, disability or veteran's status in administration of programs or in the employment of faculty and staff. The employment opportunities list is updated periodically based on openings. Applications will be accepted only for vacancies currently listed. All inquiries will be kept strictly confidential. To apply, please visit: https://secure4.saashr.com/ta/6153588.careers?ShowJob=1040504197 Copyright ©2025 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency je-c1fc852a1f0b4399a5c79104fb7c9004