Special Events/Facilities Coordinator

Thank you for your interest in employment with Louisiana Tech University.

The Special Events/Facilities Coordinator schedules, oversees, and coordinates the use of numerous Louisiana Tech University facilities (i.e. Davison Athletics Complex and Joe Aillet Stadium Suites) for the University as well as for community and outside organizations. The Special Events/Facilities Coordinator is responsible for supporting senior leadership and implementing events that advance the strategic initiatives and deepen the University’s relationships with its constituencies.  The Special Events/Facilities Coordinator communicates with customers to schedule events and determine space, equipment (audio/visual), security and set-up needs; assists in coordinating catering with Aramark, interprets and explains university policies and procedures, and prepares facility usage agreement.

Salary commensurate with experience. (Salary Range: $38,000 to $45,500)

Responsibilities and Duties:

• Schedules facilities for University and outside organizations.
• Maintains weekly and monthly facility activities calendar; updates calendar as required.
• Recommends to supervisor approval or denial of facility rental for specific events after evaluating the customer request.
• Coordinates with customer to determine rental costs, audio/visual needs, catering, security needs and other requirements.
• Provides assistance and information to faculty, staff and outside organizations regarding facility usage according to University policies and procedures.
• Attends events to facilitate operations and respond to situations.
• Ensures all aspects of events are executed according to plans.
• Maintains inventory of University owned equipment within each facility.
• Maintain accurate and timely files for all events.
• Coordinates room set-up needs with the customer and University staff.
• Oversees all contractual, insurance, and risk management documentation including collection of revenue checks and insurance information.
• Promptly reviews and answers all phone and electronic correspondences related to internal and external events.
• Conducts pre and post event inspections ensuring the facilities and grounds are kept clean and in good condition working with the appropriate parties to address any concerns.
• Keeps customers informed as to status of deadline schedules including but not limited to floor plan submissions, meeting room set-up specification, insurance requirements and other relevant details.
• Responsible for communicating event details to all required internal and external contacts to ensure events are effectively coordinated to meet and exceed the customers’ expectations.
• Oversees all aspects of facility operations related to events.
• Serves as primary liaison between clients and other University departments and Aramark during all phases of planning the event, during the event and closing the event.
• Attends appropriate planning, organization and other event and facility meetings in support of the facilities operations.
• Serves as a logistical resource to those scheduling and planning public events on campus.
• Required to maintain a flexible work schedule in order to coordinate and attend evening and weekend events.
• Maintains an overall campus knowledge of university and community events, working with all areas of the campus to avoid scheduling conflicts.
• Supervises student workers including but not limited to scheduling and training.

Skills and Abilities:

• Excellent communication skills, both written and oral.
• Exceptional customer service and conflict resolution skills.
• Excellent skills in organization in order to coordinate several events simultaneously.
• Ability to initiate, plan, and accomplish projects with little supervision.
• Ability to work independently and in a team setting.
• Ability to lift tables and chairs, may be required to assist in event set-ups and take downs.
• Ability to walk and stand for long periods of time.
• Ability to function with high level of attention to detail.
• Punctual and trustworthy – arriving and performing duties in a timely manner.
• Ability to work professionally under pressure with ease and composure.
• Ability to make decisions quickly, retain information, and pay attention to detail.
• Ability to work under limited supervision and to interact with all levels of staff.
• Ability to work long and irregular hours that may vary due to functions, and may include day, evening, weekend and holidays.
• Ability to travel for out-of-town meetings or events if necessary.
• Experience or ability to learn to operate basic audio/visual equipment.