Events and Operations Coordinator

GRADE: 13                 BARGAINING UNIT: VSC-UP-PAT                 FLSA: EXEMPT

BASIC FUNCTION
Coordinate and facilitate conferences, events and mailroom activities on a Vermont State University campus. Promote the mission, personality, facilities and use of the campus to a variety of constituents ranging from community members and officials, public businesses and organizations, university employees and programs to VSC affiliates and legislative/ governmental officials. Ensure smooth operation of campus conference/events and mail room activities through clear and direct communication with department heads, management/use of software, and coordination of labor resources.

ESSENTIAL DUTIES & RESPONSIBILITIES
• Working with the Associate Director of Campus Operations, oversee the planning and coordination of conferences and events, including all internal events, on the campuses.
• Facilitate and coordinate events and conferences, including: preparation of notes for event site locations; interdepartmental communication and cooperation, coordination of catering and follow up
• Recruit student labor to support conference/events functions; supervise, train and coordinate student labor providing support for conference/events functions.
• Prepare and submit journal entries and budget adjustments
• Working with the Associate Director of Campus Operations, Custodial Management, Campus Operations staff, and other VTSU staff, provide oversight and general management of all single day conference and event contracts.
• Manage software and databases related to conferences/events; provide stewardship of data.
• Coordinate and work closely with university personnel and area organizations to promote and execute events and functions related to their expertise.
• Working with the Director of Conferences and Events, oversee the marketing of university facilities; identify and solicit clients; maintain ongoing contact with and provide continuous service to clients. Establish a strong and solid client base of returning groups.
• Act as university Ambassador to all on and off campus clientele. Serve as liaison and host for clients.
• Perform duties of purchase card administrator. Manage purchase orders as needed.

• Perform other related duties as assigned.

SUPERVISION RECEIVED
Direct supervision is received from the Director of Conferences and Events.

SUPERVISION EXERCISED
Direct supervision of student labor; indirect supervision of facilities-based Administrative Assistants and other VTSU staff regarding mail room activities.

MINIMUM QUALIFICATIONS
Bachelor’s degree in appropriate field plus 3 – 4 years of experience in event planning and management or a combination of education and experience from which comparable knowledge and skills are required.

KNOWLEDGE, SKILLS, & ABILITIES
Knowledge:
• Applied knowledge of event planning and management.

Skills:
• Strong planning, administrative, and organizational skills.
• Good budget management and supervisory skills.
• Good writing and analytical skills.
• Strong computer skills and ability to learn and implement new software and technologies.

Abilities:
• Ability to think creatively, prioritize multiple competing tasks and be flexible.
• Ability to effectively represent the university and negotiate with representatives of client and potential client organizations in marketing efforts, and ability to effectively coordinate the detailed arrangements of events.
• Ability to work cooperatively with a variety of university departments and personnel.

Location: Vermont State University campus, with some travel required to other campuses.

Special job consideration: Often requires hours outside of M-F 8-4:30; depends on conference/events calendar.

This general outline illustrates the type of work which characterizes the job classification. It is not an all-encompassing statement of the specific duties, responsibilities and qualifications of individual positions assigned to the classification.